Before you start: if the person only needs to attend a single meeting, add them as an attendee on that event instead — don't share the whole calendar for that. The steps below are for ongoing access.
📋 Before You Begin
Make sure you have the following ready:
• A shared/secondary calendar that sits under My calendars in your Outlook — you must be its owner to manage sharing on it.
• The name or email address of the person you want to add.
• Outlook on the web, New Outlook, or classic Outlook for Windows.
1. Sharing the Calendar
Step 1: In Outlook Calendar, find the calendar under My calendars.
Step 2: Open its sharing panel — try the Share button on the Home tab of the ribbon, or the ⋯ (more options) next to the calendar's name. One of these opens Sharing and permissions (shown below).
Step 3: Type the person's name or email into Enter an email address or contact name and pick them from the suggestions.
Step 4: Choose their permission level from the dropdown next to their name. If you're not sure, start with a more limited level — you can raise it later.
Step 5: Select Share. They'll receive an emailed invitation. If it doesn't show up in their own Outlook, the invitation email is the first thing to check.
The Sharing and permissions panel. Names and emails in this screenshot have been redacted.
2. Changing or Removing Access
Reopen the same Sharing and permissions panel. Everyone with access is listed under Inside your organization, each with their own permission dropdown and a trash-can icon.
Change the dropdown to adjust what they can do, or select the trash-can icon to remove their access entirely.
3. Sharing With Someone Outside NEO
External sharing through this panel is possible in at least some cases.
⚠️ Warning
Whether it's appropriate for a particular calendar or a particular outside person is a judgment call, not a guarantee — check with the Help Desk if you're unsure.
Steps verified against a live shared calendar in NEO's Outlook, 18 August 2026.
🆘 Still Need Help?
If you don't see a Share or Sharing and permissions option, need a brand-new shared calendar, or specifically need access tied to a Microsoft 365 Group or Team instead of a single calendar, the NEO IT Department is here to help:
📞 Phone: (918) 540-6099
📧 Email: neosupport@neo.edu
🚶 Walk-in: IT Department, Library Administration, 2nd Floor, Room 216
🕐 Hours: Monday – Friday, 8:00 AM – 5:00 PM