How to Set the Visibility of a Calendar in Outlook 2007

By Stephen Ip

Outlook 2007 is a useful productivity program from Microsoft for managing calendar items. Outlook is included with Microsoft Office Professional and is popular amongst home and business users. Business users with Outlook linked to a Microsoft Exchange account can change the visibility of their calendar by setting up calendar sharing. The default calendar in a user's Outlook account can be configured for sharing with specific users or with everyone on the Exchange network.

Share Calendar With Specific Users

Step 1

Select "Calendar" in the Outlook Navigation Pane and click "Share My Calendar."

Step 2

Enter the name of the user to share your calendar with in the "To" box of the message window that opens. The recipient will receive a sharing invitation message allowing them to access your calendar.

Step 3

Enter a subject line in the "Subject" text box.

Step 4

Make sure the check box next to "Allow recipient to view your Calendar" is checked. Check the check box next to "Request permission to view recipient's Calendar" to ask the recipient for access to their calendar. This selection is optional.

Step 5

Enter a message in the body of the message window if desired.

Step 6

Click "Send" and review the information provided in the confirmation window. If all provided information is correct, click "OK."

Share Calendar With All Users

Step 1

Right-click on the "Calendar" icon in the Navigation Pane and select "Change Sharing Permissions" from the pop-up menu.

Step 2

Click on the "Permissions" tab in the window that opens.

Step 3

Select "Default" in the "Name" box of the Permissions tab.

Step 4

Choose a Permission level from the list shown under "Permissions." To allow users to see but not edit your calendar, choose the "Reviewer" permission level. Choose the "Owner" permission level only if you want others to see and edit your calendar.

Tips & Warnings

  • In addition to the default Outlook calendar, it is possible to create custom calendars to share with other users. This is recommended to keep items in your default calendar private.