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How to share or forward appointments to others in Outlook?

Author: Amanda Li Last Modified: 2022-05-11

Sometimes you may need to share an appointment you scheduled in your Outlook calendar to others, so that they can easily see when you’re not available, what and where the event is occurring. In this article, we’ve listed two ways to do so. One is to just share the appointment information to others; the other is to allow others to add the appointment to their calendars.

Share appointments to others in Outlook

In Outlook, it’s always easy to share an appointment to others. Please do as follows:

1. Navigate to the Calendar view by clicking the calendar icon on the bottom left corner of your Outlook screen.

2. Right-click on the appointment in your calendar, select Forward on the drop-down list.

3. Now you are able to add recipients who you want to share this appointment to, and add a note in the message body.

Invite others to add appointments to their calendars in Outlook

If you want your friends, co-workers, family members to add your appointments to their calendars, please follow the instructions below:

1. Navigate to the Calendar view by clicking the calendar icon on the bottom left corner of your Outlook screen.

2. Double-click on the appointment in your calendar to open the Appointment window.

3. Under the Appointment tab, click Invite Attendees.

4. The Appointment window now turned to a Meeting window. Add recipients who you want to add the appointment to their calendars as required or optional.

5. Click Send. The activity will be sent via an email. Once the recipients received the email and clicked Accept as a response as shown below, the activity will then appear in their calendars.

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