How to Insert your Calendar Into an Email Using Outlook 2007 and 2010

You have got a busy schedule, you are juggling competing priorities, commitments and meetings. You need to offer a number of meeting options to a client, supplier or friend who does not have access to your shared Outlook calendar on your network. Here’s a simple Outlook tip to do this:

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Using this approach has a number of business benefits:

1 you are able to focus your recipient’s attention into the date range you select

2 It helps your recipient make an easier scheduling decision

3 It avoids excessive rescheduling email and ‘Meeting Request’ messages.

4 Your calendar information is available to non-Outlook users as well as Outlook users.

5 You can decide how much scheduling information you want your recipient to see.

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The process is simplicity itself:

1 Open up a new email

2 Click into the body of the email

3 If you can see the ‘Include’ Group in your email top toolbar just hit the calendar icon. Alternatively, click on the ‘Insert’ tab in the top toolbar and hit the Calendar icon.

Outlook 2007 insert calendar into email option

4 In the pop up dialogue box Select which calendar you want to send and the date range you want your recipient to focus on.

5 Decide how much detail you want your recipient to see. The default is just the free/busy detail but you can click on the Detail slidebar o the right of the box to reveal 3 levels of detail to transmit

6 complete the rest of your email as normal and hit Send.

How could you use this? Let me know. I use it to provide telephone call booking flexibility for important calls as well as for face-to-face meetings.


  1. Richard Maybury October 8, 2010 at 4:31 pm

    Hi Diane, great question. You can’t schedule recurring emails straight out of the box with Outlook. Some clever independent developers do provide add-ons to do this though. I suspect that inserting a dynamically changing Outlook Calendar would not be possible though…. Unless anyone else knows differently!

  2. Diane Alejo October 8, 2010 at 3:58 pm

    Is there a way to automate this process. I want to automatically send an email daily at 3 am M-F of the current day’s daily schedule/calendar that is in a public folder. Is there a way to do this?
    Thank you,
    Diane Alejo

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