Kurt Shintaku's Blog

Have you ever been told:

• “Hey, I tried scheduling an in-person meeting with you but can’t see your calendar to know if you’re in the area & can make it.”
• “Your calendar has a lot of “Tentative” appointments on it and I can’t tell if there’s any chance of you being able to attend.”

I’m a big proponent of people sharing the full details of their calendar or at least the “title/location” of the appointments on their calendar to help coworkers know if you can actually attend their meetings.

The way to do this is:

1. Open Outlook & open Calendar
2. Select “Folder” menu item
3. Select “Share Calendar” & choose your Microsoft 365 Calendar
4. Select “My Organization” in “Currently sharing with:” section
5. Choose either “Can view titles and locations” or “Can view all details” in the “Permissions” section
6. Click “Ok” to save the changes

Your coworkers should now at least be able to view the title/location details of the appointments your calendar so they know if you’re within driving distance of a meeting or if you can make a meeting even if you’re marked the time as “tentative”.

Notes:

1. I provide my manager and those I’m closest to with “Can view all details” permissions to my calendar so they can see the details of the meetings I’m having.
2. I set personal items like doctor’s appointments as “Private” which blocks everyone from seeing the details of the meeting regardless of permissions.
3. If others can’t see your calendar’s free/busy, much less the appointment contents, see the following article: https://kurtsh.com/2019/01/16/howto-fix-the-problem-where-others-cant-see-your-free-busy-or-calendar-in-outlook/