Step-by-step guide to publishing Outlook calendar

Last Updated: Feb 23, 2024 by

Managing your calendar can be a daunting task, especially when you have multiple events and meetings to keep track of. Fortunately, Microsoft Outlook offers a feature that allows you to publish your calendar, making it easier for others to view and schedule meetings with you.

In this step-by-step guide, we will walk you through the process of publishing your Outlook calendar, so you can stay organized and on top of your schedule.

Why Publish Your Outlook Calendar?

Publishing your Outlook calendar has several benefits, including:

  • Allowing others to view your availability and schedule meetings with you
  • Making it easier to coordinate with team members and colleagues
  • Keeping everyone on the same page and avoiding scheduling conflicts
  • Streamlining the process of setting up meetings and events

How to Publish Your Outlook Calendar

Now that you understand the benefits of publishing your Outlook calendar, let’s dive into the steps to do so.

  1. Open Microsoft Outlook and navigate to the calendar view.
  2. In the navigation bar, click on the “Home” tab.
  3. Under the “Share” section, click on the “Publish Calendar” button.
  4. A pop-up window will appear, allowing you to customize the settings for your published calendar. Here, you can choose the date range, level of detail, and other options.
  5. Once you have selected your desired settings, click on the “Publish” button.
  6. You will then be prompted to choose where you want to publish your calendar. You can choose to publish it to a web server, an FTP server, or an Office 365 calendar.
  7. After selecting your preferred publishing location, click on the “Publish” button.
  8. A confirmation message will appear, letting you know that your calendar has been published successfully.

Congratulations, you have now published your Outlook calendar! The next step is to share the link with others so they can view your calendar.

How to Share Your Published Calendar

  1. In the confirmation message, click on the “Email this URL” button.
  2. A new email will open with the link to your published calendar already included in the body of the email.
  3. Enter the email addresses of the people you want to share your calendar with and click on the “Send” button.

Alternatively, you can copy the link and share it through other means, such as a messaging app or a shared document.

Tips for Managing Your Published Calendar

Now that your calendar is published and shared with others, here are some tips to help you manage it effectively.

Keep Your Calendar Up-to-Date

It’s important to keep your calendar up-to-date to avoid any scheduling conflicts. Make sure to add new events and meetings as soon as they are scheduled and remove any canceled or rescheduled events.

Set Permissions for Your Published Calendar

When publishing your calendar, you have the option to set permissions for who can view it. You can choose to make it public, meaning anyone with the link can view it, or you can restrict it to specific people or groups. This allows you to control who has access to your calendar and maintain your privacy.

Use Different Colors for Different Events

To make it easier to differentiate between events and meetings, you can use different colors for each type. For example, you can use green for meetings, blue for personal events, and red for important deadlines. This will help you quickly identify what type of event is scheduled and plan your day accordingly.

Add Descriptions to Your Events

Adding descriptions to your events can provide more context and help others understand the purpose of the meeting or event. This can also be helpful for those viewing your calendar to know what to expect and prepare accordingly.

Troubleshooting Common Issues

While publishing your Outlook calendar is a straightforward process, you may encounter some issues along the way. Here are some common problems and how to troubleshoot them.

Calendar Not Publishing

If your calendar is not publishing, make sure you have selected the correct publishing location and that you have entered the correct credentials. If you are publishing to a web server or FTP server, double-check that the URL is correct and that you have permission to publish to that location.

Calendar Not Updating

If your published calendar is not updating, make sure you have selected the correct date range and that you have refreshed the page. If the issue persists, try republishing your calendar.

Calendar Not Showing All Events

If your published calendar is not showing all events, make sure you have selected the correct level of detail when publishing. If you have selected “Availability only”, only busy and free times will be shown, and the details of your events will not be visible.

Real-World Examples of Using Published Calendars

Here are some real-world examples of how publishing your Outlook calendar can be useful:

  • A team lead publishes their calendar to their team, making it easier for team members to schedule meetings and collaborate.
  • A freelancer publishes their calendar to their clients, allowing them to see their availability and schedule project meetings.
  • A professor publishes their calendar to their students, making it easier for students to schedule office hours or book appointments.


Publishing your Outlook calendar is a simple yet powerful tool for managing your schedule and coordinating with others. By following the steps outlined in this guide, you can easily publish your calendar and share it with others, making it easier to stay organized and on top of your schedule. So go ahead and give it a try, and see how it can improve your calendar management.

Gulrukh Ch

About the Author: Gulrukh Ch

Gulrukh Chaudhary, an accomplished digital marketer and technology writer with a passion for exploring the frontiers of innovation. Armed with a Master's degree in Information Technology, Gulrukh seamlessly blends her technical prowess with her creative flair, resulting in captivating insights into the world of emerging technologies. Discover more about her on her LinkedIn profile.