Summary
How to share your personal Outlook calendar with a colleague, choose how much detail they see, and set what everyone at NEO can see by default. For a department or shared calendar you manage, see Sharing a Shared Calendar in Outlook instead.
Body
👥 Share Your Own Calendar
Let a colleague see your calendar, at the level of detail you choose.
✅ Before You Begin
- You need an active NEO A&M College account with SSO access
- An internet connection is required
- The name or email address of the person you want to share with
- 🕐 Estimated time: 4 minutes
💻 Which Outlook do these steps describe?
Written for
Outlook on the web and
New Outlook for Windows, which share the same layout.
classic Outlook for Windows is laid out differently — its steps are in
In Classic Outlook further down this page.
👥 Share Your Calendar 🕐 ~3 minutes | Any browser
📋 Note: These steps share
your own calendar. If you manage a department or shared calendar and want to give someone access to that, follow
Sharing a Shared Calendar in Outlook instead — the dialog is the same but you start from a different calendar.
- In Calendar, select Share on the Home tab.
- Choose Calendar from the list that drops down. (Any other calendars you manage are listed here too.)
- The Sharing and permissions window opens.
- Type the person’s name or email into Enter an email address or contact name and pick them from the suggestions.
- Choose how much they should see from the dropdown beside their name.
- Select Share.
💡 Tip: Start with less access than you think they need. Raising someone from Can view when I’m busy to Can view all details later takes a few seconds; taking access back after they have read something is not possible.
⚠️ Note: They receive an emailed invitation and have to accept it before your calendar appears alongside theirs. If it never shows up for them, the invitation email is the first thing to check.
🏢 Set What Everyone at NEO Can See 🕐 ~1 minute | Affects all colleagues
The first row of the same window is People in my organization. It is not a person — it sets the default for everyone at NEO A&M College at once.
- Open Sharing and permissions as above.
- Change the dropdown on the People in my organization row.
⚠️ Note: Most NEO calendars sit at Can view all details, which is why colleagues can usually see your meeting titles when they schedule around you. Lowering it to Can view when I’m busy keeps you bookable while hiding what the meetings are.
🚨 Warning: Setting this row to Not shared hides your availability from everyone. Colleagues scheduling meetings will see you as Unknown rather than free or busy, and will tend to book over you.
🌐 Sharing With Someone Outside NEO 🕐 Reference | Read first
Sharing with an address outside the college is possible in at least some cases, and the steps are the same — type their full email address instead of picking a name from the directory.
⚠️ Note: Whether that is appropriate for a particular calendar, and for a particular outside person, is a judgment call rather than a guarantee. External recipients may also see a reduced level of detail. Check with the Help Desk if you are unsure.
🗃️ In Classic Outlook 🕐 Classic Outlook only | Desktop app
⚠️ Note: These steps come from Microsoft’s current published documentation for classic Outlook rather than from a hands-on walkthrough on a NEO machine. The button and dialog names should match; if yours differ, tell the Help Desk so this article can be corrected.
Classic Outlook has two different places to manage calendar sharing, and they do not look the same. Which one you want depends on whether you are inviting somebody new or adjusting somebody who already has access.
- To invite somebody new:
- Select Calendar in the bottom-left corner of Outlook.
- On the Home tab, select Share Calendar, then pick the calendar.
- In the Calendar Properties dialog, select Add.
- Find the person in the Add Users dialog and select OK.
- Select their name in the list, choose a permission level, then select OK.
- To change or remove somebody who already has access:
- Select the calendar, then open the Folder tab.
- Select Calendar Properties, then the Permissions tab.
- Select the person under Currently sharing with.
- Change their level, or select Remove, then select OK.
⚠️ Note: The Permissions tab labels access differently from the sharing invitation — it uses names such as Reviewer and Editor instead of Can view all details and Can edit. See Calendar Permission Levels Explained for what each one means.
📞 Still Need Help?
If you encounter any issues not covered in this guide, please contact the NEO A&M College IT Help Desk:
🌐 Helpdesk Portal: support.neo.edu
📞 Phone: (918) 540-6099
📧 Email: neosupport@neo.edu
📍 Walk-in: I.T. Services, Library/Administration Building, 2nd Floor, Room 216
🕐 Hours: Monday – Friday, 8:00 AM – 5:00 PM