How to See Someone's Calendar in Outlook (and Book Faster)

Booking a meeting with a colleague is far quicker when you can see when they're free, rather than emailing back and forth. Outlook lets you open other people's calendars side by side with your own, as long as they've agreed to share. Here's how to open someone's calendar, what to do if you don't have permission, and the limits most people run into.

Open someone's calendar in classic Outlook

1. Go to Calendar.
2. On the Home tab, in the Manage Calendars group, select Add Calendar.
3. Choose Open Shared Calendar.
4. Type the person's name, or select Name to pick them from the address book.
5. Select OK. Their calendar appears next to yours.

Microsoft says that after you open a shared calendar for the first time, it's added to your folder pane, so next time you can simply click it.

Open someone's calendar in new Outlook or on the web

In new Outlook and Outlook on the web, go to Calendar, look for the option to add a calendar, and choose to add one from your directory, then type your colleague's name. It shows with whatever permissions they've given you. If they've shared directly with you, you'll see what they allowed; otherwise you'll see what your organisation allows by default.

What you need first

• A work account. Microsoft says a Microsoft Exchange Server account is required, which in practice means a business Microsoft 365 or Exchange account.
• Their permission. The calendar owner decides who can see their items and what level of detail they see.

This is why it often doesn't work for people using personal Outlook.com accounts or Gmail. It's a business feature built around shared company directories.

No permission? Ask for it

If the person hasn't given you access, Outlook prompts you to ask. Select Yes and a sharing request email opens, ready to send. A short friendly note helps: "Could you share your calendar so I can book our catch-ups without bothering you?" Most colleagues are happy to oblige, and it saves you both time.

Levels of access you might see

What they share	What you see
Free and busy only	Blocks of busy time, no details
Titles and locations	What's on and where, but not the notes
Full details	Everything in the event
Edit access	Everything, plus the ability to change it

Many people share free and busy only, which is plenty for booking meetings. Don't be offended if you can only see grey blocks; it's a sensible privacy choice.

The limit that surprises people

Here's the catch. Microsoft says that even if your colleague has created extra calendars, you can open only their default calendar this way. So if they keep their project deadlines on a separate calendar, you won't see it unless they share that one specifically.

Viewing calendars side by side or overlaid

Once you've opened a few calendars, you can view them next to each other or overlay them into one view, which makes spotting a free slot much easier. Each calendar gets its own colour, so you can see at a glance whose meeting is whose. If the view gets crowded, untick the calendars you don't need right now; they stay in your list for next time.

When you're on a personal account

If you and your colleague both use personal accounts, such as Outlook.com, this directory-based method won't work. Instead, the calendar owner can share their calendar with you by email, and you accept the invitation to add it to your view. It's a little more manual, but it gets you to the same place in the end.

Book a meeting with everyone at once

This is where opening calendars really earns its keep. Microsoft explains that you can select several people's calendars, then on the Home tab choose New Meeting, then New Meeting with All, and Outlook starts an invitation to everyone whose calendar you selected. You can pick a slot where nobody's busy.

Removing a calendar you no longer need

When a project ends, tidy up. Right-click the shared calendar under Other Calendars and choose Delete Calendar. It only removes your view of it; the other person's calendar isn't touched.

Sharing your own calendar back

Fair's fair. If you've opened a colleague's calendar, consider sharing yours with them so they can book you just as easily. Pick the level of detail you're comfortable with. Free and busy is a good default for most teams, with fuller access for a VA or a manager who books on your behalf. If meetings are taking over your week, my thoughts on the AI meeting notetaker problem might help, and my email sequence prompt pack is handy for meeting follow-ups.

My verdict

Calendar, Home, Add Calendar, Open Shared Calendar, then type their name. You need a work account on Exchange or Microsoft 365 and their permission, and you'll only see their default calendar. Use New Meeting with All to book a group in one go, and share yours back so it works both ways.

Frequently asked questions

How do I view someone else's calendar in Outlook?

In Calendar, select Home, Add Calendar, Open Shared Calendar and type their name.

Why can't I open someone's calendar in Outlook?

You need a Microsoft Exchange or Microsoft 365 work account and the person's permission.

Can I see all of someone's calendars in Outlook?

Microsoft says you can open only the person's default calendar this way.

How do I ask for access to someone's calendar?

When Outlook says you don't have permission, select Yes to send a sharing request email.

How do I remove a shared calendar from Outlook?

Right-click it under Other Calendars and choose Delete Calendar. It only removes your view.