SharePoint Document Issues

How to Share or Export a SharePoint Calendar List

Maira Mehtab Sep 22, 2026 868 views

Question details

The user needs a way to share or export a SharePoint calendar list to external organizations, such as affiliate hospitals, which often have strict external access policies.

Product: SharePoint
Device & OS: not provided
Scenario: Attempting to provide external partners access to a SharePoint calendar view when direct calendar-template exports are unavailable.
Observed behavior: SharePoint does not offer a direct calendar-template export for external organizations, requiring workarounds like exporting to Excel or relying on direct online sharing if permissions allow.

Before you start

Before proceeding, verify with your IT administrator if external sharing is permitted by your organization's security policies. If external access is blocked, you will need to use the Excel export method instead of direct sharing.

Solution 1Recommended

Export the SharePoint List to Excel

This method is recommended for organizations with strict security policies that prevent external sharing. You can securely export the list data and send it as a standalone file.

Since many external organizations (like hospitals) heavily restrict external tenant access, transferring the calendar data via an exported Excel file is often the most reliable method.

Navigate to the list

Open your SharePoint site and navigate to the calendar list you want to share.

Export to Excel

Look for the 'Export' option in the top command bar of the list and select 'Export to Excel'.

Distribute the file

Download the generated Excel file and send it securely to your external recipients via email or a secure file transfer system.

Import into Microsoft Lists

Instruct the external recipients to open Microsoft Lists, select 'New list', choose 'From Excel', upload the file, and then create a new calendar view based on the imported date columns.

Security Compliant: This manual data transfer method avoids online external access restrictions, making it ideal for highly secured networks.

Solution 2

Share the Calendar List for Real-Time Updates

Best for ongoing collaboration when external sharing is permitted by both your organization and the recipient's IT policies.

Free Microsoft Office alternative

Manage Exported SharePoint Data with WPS Office

If you need to analyze or format the Excel file exported from your SharePoint calendar list before sharing it with external partners, WPS Office provides a free, lightweight, and highly compatible alternative to Microsoft Office.

1. Download and Install: Get WPS Office Free from the official website and install it on your device.
2. Open the Exported File: Launch WPS Spreadsheets and open the .xlsx file you exported from the SharePoint list.
3. Format and Save: Adjust columns, format the calendar data for readability, and save it to securely share with external organizations.

Fully compatible with Microsoft Excel (.xlsx) formats exported from SharePoint.Free, lightweight, and faster to install than heavy traditional Office suites.Familiar tabbed user interface ensures a smooth transition with zero learning curve.Built-in PDF conversion makes it easy to share read-only calendar data.

microsoft office alternative - wps office

Frequently Asked Questions

Why can't external users access my shared SharePoint calendar?

External users might be blocked by your organization's SharePoint external sharing policies. Alternatively, their own IT department may restrict their ability to access external tenant links for security reasons.

Can I export a SharePoint calendar view directly as an .ics file?

SharePoint lists configured with a modern calendar view do not natively export to an .ics template file for external organizations. Exporting the list data to Excel is the standard workaround.

How do I create a calendar view after importing an Excel file into Microsoft Lists?

After importing the Excel file into Microsoft Lists, click the view options menu in the top right, select 'Create new view', choose 'Calendar', and map the start and end dates to the appropriate columns from your imported data.

Document & File Issues