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Outlook Calendar Free/Busy and Sharing


Sharing Free/Busy Time with Penn Faculty and Staff

Free/busy calendar information is shared across the Penn and Penn Carey Law Office 365 organizations (aka tenants).  When scheduling meetings with others at Penn, you will be able to add their email address to an event invite in Outlook and use the Scheduling Assistant to view their free/busy information. (By default, only free/busy information will be shared. You will not be sharing event details.)

Screenshot of Outlook Calendar Scheduling Assistant


Faculty and staff can opt out of sharing their free/busy information with others at Penn. Please email if you would like to opt-out and we will send you the instructions.

More Details

  • Penn email addresses will not appear in our global address book (or vice versa). You will need to know the email address of the person in Penn’s tenant in order to add them to an event invite and see their free/busy.
  • Free/Busy sharing is with faculty/staff only - not students.
  • If you opt-out of showing your free/busy, your calendar will appear grayed out when others view it in the Scheduling Assistant.


Sharing your Calendar

You can share your Outlook calendar with other people in several ways. You can change which groups of people at Penn Carey Law can view your calendar, send a snapshot of your calendar to an individual, or send someone an invitation to subscribe to your calendar in an email message. Optionally, you can also grant permission to allow others to modify and/or add events and appointments in your calendar.


What can people I’ve shared my calendar with see?

When you share your calendar, you can choose what details the other person sees.

  • Can edit - gives access to add, remove, and edit events in your calendar
  • Can view all details - shows the time, subject, location, and other details of all items in your calendar
  • Can view titles and locations - shows the time, subject, and location, but no other information
  • Can view when I’m busy - shows only the time of items on your calendar


How do I give an individual access to view my calendar?

In most cases, you will want to send an invitation to subscribe to your calendar. This allows the other person to view the most recent version of your calendar at all times. If you add or remove appointments and events, people with access to view your calendar will see those updates. 

There are some occasions where you will only want to share a copy of what your calendar looks like at a given time, but not see future updates. For these instances, it is useful to send a snapshot of your calendar.


How do I give someone access to edit my calendar?

There are several ways to grant other people access to edit your calendar. The most simple way to do this is:

  1. Share your calendar
  2. Change the permissions for that person to Permission Level: Editor


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