Calendar Problems

How to Share and Manage an Outlook Calendar Created by Someone Else

Camila Milosovich Oct 9, 2026 868 views

Question details

The user has edit access to another person's calendar (such as a manager's) but cannot find the option to share it with additional users.

How to Share and Manage an Outlook Calendar Created by Someone Else

Product: Microsoft Outlook
Device & OS: not provided
Scenario: A user is trying to delegate or grant access to a shared calendar they manage for someone else within an organization.
Observed behavior: The option to share the calendar is missing or disabled, despite the user having editor permissions.

Before you start

Verify whether you are using Outlook for Windows, Mac, mobile, or the web, as sharing options vary by client. Ensure you are connected to your organization's Microsoft 365 network.

Solution 1Recommended

Request Delegate Access from the Calendar Owner

Since basic editor permissions do not automatically grant the right to share the calendar with others, the original owner must explicitly upgrade your permissions or share it directly.

In Microsoft Exchange and Outlook, having 'Editor' rights means you can add, edit, and delete events. However, it does not make you an owner. To distribute the calendar to additional team members, you need specific delegation rights.

Contact the Calendar Owner

Reach out to the person who originally created the calendar (e.g., your manager) and explain that additional team members need access.

Have the Owner Update Permissions

Ask the owner to right-click the calendar in their Outlook client, select 'Sharing Permissions' or 'Calendar Properties', and change your permission level to 'Delegate'.

Share Directly (Alternative)

If company policies restrict delegation, provide the owner with the email addresses of the new users so the owner can send the sharing invitations directly.

Request Delegate Access from the Calendar Owner

Client Variations: The exact menu path for permissions will look different depending on whether the owner uses Outlook for Windows, Mac, or Outlook on the web.

Solution 2

Contact Your Microsoft 365 Administrator

If the calendar owner is unavailable or unable to change sharing settings, your organization's IT administrator can adjust mailbox delegation policies.

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Frequently Asked Questions

Why can't I share a calendar when I already have editor permissions?

Editor permissions only allow you to create, modify, and delete events. To invite other users or grant them access to the calendar, you must be assigned Delegate access or have the original owner manage the sharing settings.

Does my Outlook version affect my ability to share calendars?

Yes, sharing capabilities and menu layouts vary significantly between Outlook for Windows, Mac, mobile, and the web. Complex delegation tasks are best handled using Outlook on the web or the desktop client rather than the mobile app.

Can an IT administrator force a calendar to be shared?

Yes, Microsoft 365 administrators have global access via the Exchange Admin Center. They can manually configure calendar permissions, add delegates, or create shared group calendars regardless of the original owner's client settings.

Outlook & Email Problems