There are two common reasons why a shared Outlook calendar might only show availability information instead of the full details. Firstly, you may need to update the permissions in calendar properties. Or, secondly, you may need an admin to allow “Full Details” calendar sharing. The instructions below will guide you through the process.

To fix a shared Outlook calendar only showing basic free/busy information (Desktop):

• First, open your Outlook desktop application.
• Click the calendar icon.
• Go to the “Folder” tab.
• Click “Calendar Properties.”
• Go to the “Permissions” tab in Calendar Properties.
• Select a permission level, such as “Can view all details.”
• Then click “OK.”

To fix a shared Outlook calendar only showing basic free/busy information (Online):

• First, sign into your Microsoft Outlook account.
• Click on the calendar icon in the left menu.
• Select the calendar you want to share and click the “Share” button.
• Or right-click the calendar you want to share and select “Sharing and permissions.”
• Click the select box and choose your desired sharing permission.
• Then click the button to save and close.

To fix a shared Outlook calendar only showing basic free/busy information (Admin):

• First, sign into Office 365 using your login details.
• Click the app launcher and select “Admin” from the dropdown menu.
• Click the menu icon in the admin panel.
• Click “Show all” if you can’t see “Settings.”
• Go to “Settings” > “Org settings” in the menu.
• Select “Calendar” in the “Services” tab.
• Check the “Allow anyone to access calendars with an email invitation” checkbox.
• Three more permission options will appear — select your preferred option.
• Finally, click the “Save” button.

We’ve also created a video to help with the methods above. You can watch it here:

Please continue reading for an in-depth guide on all the steps provided above.

Overview: What calendar information can you share in Outlook?

When you share your calendar in Outlook, the information that other people see (such as availability) can be limited by permissions set by your organization and permissions set by you. If your organization allows sharing your whole calendar, you will have all the following options:

Note: If you are sharing with an individual instead of your organization, the “None” option will be replaced with “Delegate.” Delegate access is like having a secretary who can edit, delete, and create a new meeting or respond to meeting requests on your behalf.

If you can’t share your calendar, there could be three possible reasons:

• The email of the user you’re sharing with is invalid.
• The email of the user you’re sharing with is a Microsoft 365 Group
• The user you’re trying to share with is external to your organization.

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How to fix a shared calendar only showing basic free/busy information

This section of the guide is an in-depth expansion of the steps provided at the top of this post. We will cover how to adjust the calendar sharing permissions for the Outlook app, OWA, and how admins can enable permissions.

Note: If you can only see Free and Busy data in someone else’s calendar, they must grant you additional permissions, or the admins of their organization must allow external users to view additional information.

• Solution 1: For the Desktop App.
• Solution 2: For the Web version (OWA).
• Solution 3: For the Mobile App.
• Solution 4: Admin Center.
• Solution 5: Exchange.

Desktop App: How to fix a shared calendar only showing basic free/busy information

• First, open your Outlook desktop application.
• Click the calendar icon on the left menu. (1)
• Go to the “Folder” tab in the top menu bar. (2)
• Click “Calendar Properties.” (3)
  • Alternatively, click on “Share Calendar” and choose your calendar.
• Go to the “Permissions” tab in the Calendar Properties dialog box. (4)
• Select a permission level, such as “Can view all details.” (5)
• Then click the “OK” button. (6)

Outlook Web Access (OWA): How to fix a shared calendar only showing basic free/busy information

• First, sign into your Microsoft Outlook account.
• Click on the calendar icon in the left menu. (1)
• Select the calendar you want to share and click the “Share” button. (2)
• Or right-click the calendar you want to share and select “Sharing and permissions.”
• Click the select box and choose your desired sharing permission. (3)
• Then click the button to save and close. (4)

Mobile app: How to fix a shared calendar only showing basic free/busy information

• First, open Outlook in the mobile app.
• Tap on “Calendar” in the bottom menu.
• Tap the Office icon in the top left.
• Then tap the gear icon next to the calendar you want to share.

• Tap “My organization” or whichever group or individual you are sharing with. (1)
• Select “All details” or “Only titles and locations.” (2)
• Then tap the back arrow to save your changes. (3)

If you still have problems sharing your calendar details, talk to your admins, as there could be a problem with organization permissions. You can learn how to set up permissions in the Admin Center and Exchange in the following sections.

If you downloaded from Apple or Google, check the Apple app store or Google Play in case the application requires an update.

Admin Center: How to fix a shared calendar only showing basic free/busy information

• First, sign into Office 365 using your login details.
• Click the app launcher. (1)
• Then select “Admin” from the dropdown menu. (2)

• Click the menu icon in the admin panel.
• Click “Show all” if you can’t see “Settings.”
• Go to “Settings” > “Org settings” in the menu.

• Select “Calendar” in the “Services” tab.

• A flyout pane will open on the right side of the window.
• Check the “Allow anyone to access calendars with an email invitation” checkbox. (1)
• Three more permission options will appear — select your preferred option. (2)
• Finally, click the “Save” button. (3)

Once complete, users in your organization can send invitation emails to external users, who can then access additional information from your calendar.

Exchange: How to fix a shared calendar only showing basic free/busy information

If your “individual” sharing policy is set to “Calendar sharing with free/busy information only,” as shown in the image below, you will need to create a new policy. To do that, you will need access to the Exchange Admin Center.

• Firstly, open your Exchange Admin Center.
• Click “Organization” on the left menu to reveal more options. (1)
• Select “Sharing” from the revealed options. (2)
• Select a sharing policy under the “Individual Sharing” header. (3)
• Then click the pen icon to check the policy. (4)
• If only “free/busy” information is being shared, click the “Cancel” button.
• Then click the plus icon to create a new policy. (5)

• Enter a “Policy name” in the text box that describes your new policy. (1)
• Click the plus icon to define sharing rules. (2)
• Check the box next to “Share your calendar folder.” (3)
• Select your preferred sharing option. (4)
• Then click the “Save” button. (5)

• Check the box next to “Make this policy my default sharing policy.” (1)
• Finally, click “Save.” (2)

To finish the process, click “OK,” and the new policy will be created and active.

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More ways to fix shared calendar information in Outlook

This section of the guide will look at different ways to fix and facilitate calendar sharing in Outlook. The methods include sharing the calendar events that are added to your calendar from email and sharing calendars with specific people using unique policies.

Unmark calendar events as private

Microsoft Outlook can automatically add events from your inbox mail to your calendar, and you can choose to share your events or make them private. Please follow the steps below to do that.

• First, sign into your Microsoft Outlook account.
• Click on the gear icon in the top right corner. (1)
• Then click “View all Outlook settings” at the bottom of the “Settings” navigation pane. (2)

• Click on “Calendar” to view more calendar options in the settings menu. (1)
• Click on “Events from email.” (2)
• Uncheck the box next to “Mark events as private on my calendar…” (3)
• Then click “Save.” (4)

Share calendars with specific people using unique permissions

If you want Ben to view full details but Michael to see only the subject and location, you can do that by granting unique permissions in the desktop version of Outlook.

• First, open your Outlook desktop application.
• Click the calendar icon on the left menu. (1)
• Go to the “Folder” tab in the top menu. (2)
• Click “Calendar Properties.” (3)
  • Alternatively, click on “Share Calendar” and choose your calendar.

• When the “Calendar Properties” dialog box opens, click the “Permissions” tab. (1)
• Click the “Add…” button. (2)
• The “Add Users” dialog box will open.
• Select a group or user to share your calendar with. (3)
  • You can add multiple groups and users.
• Click the “Add” button. (4)
• Then click “OK.” (5)

• Select the user or group to set permissions for. (1)
• Choose the appropriate sharing permission. (2)
• Finally, click the “OK” button. (3)

Conclusion

If you can only see “Free” or “Busy” information in another user’s calendar, they must grant you additional permissions. Alternatively, the admins of their organization must allow external users to view full details.

If other users can only see Free/Busy information in your calendar, you can upgrade their permissions to “Full details.” If that option is unavailable, your admins must allow full detail sharing in the Admin Center and/or Exchange Admin Center.

Thank you for reading.

Calendar Views in Outlook are the many ways in which users may see the Outlook Calendar. Each Calendar View will display your Calendar data in a different style and limit the amount of data you can view at once. Day, Week, Month, Year, Side-by-Side, and Event views are all available. It is most effective if you want to refine tasks or events you may have on specific days or sets of days as Outlook can allow you to adjust those features. However, some issues people have is Outlook showing two days of data instead of one in the day view section of the calendar. Which can be quite frustrating if you only want to see one day of data instead of two. How to fix it?

Step by Step process: How to fix day view showing two days instead of one?

1. Firstly, sign into Outlook (process the same for both app and online version)
2. Next go to the Outlook calendar using the calendar icon.
3. Using the calendar view dropdown, switch to day view.
4. If it shows two or more days you need to refine it by clicking on the dropdown next to (day)
5. In this dropdown select “1 day”; this will change the view from two to one day only.
6. The new presets will automatically save so you don’t need to do anything after setting to “1 day”.

In the Outlook Calendar both on the application and website, you can easily switch your calendar between different types of Calendar Views to your preferences with the buttons in the top bar of your calendar.

The Calendar View can be seen as a reflection of the dates contained within a dialogue or container box set in Outlook. Any date and calendar related content like tasks and agendas containing at least one date can be displayed as a calendar by clicking the “Calendar View” button on the toolbar. You can either insert a new column by adding more days, or setting the column type to date or change an existing column’s type to date.

Changing the date format by selecting an appropriate Language (Country) in your Smartsheet account’s Personal Settings is a useful step. The article Adjusting Personal Settings has further information on how to modify this.

What are the types of “Calendar views” in Outlook?

• Day View:
  • This option organises your calendar by day units and displays the most Day Boxes. In Day View, you may divide your Day Box into a Day Grid, which has distinct time slots for each hour of the day. In the Set and Share Screen, you may enable the Day Grid and customise its Time Slots. You may cycle between the day view options by clicking the day view button next to the Calendar View drop-down menu, which includes from one all the up to seven days in the option.

• Week View:
  • This view organises your calendar by week units and provides bigger Day Boxes than the month view. You may cycle between the week view choices by clicking the week view button beneath the drop-down Calendar View menu, which include one week, one week column view, two week, four week, and eight week options, all with or without weekends.

• Month View:
  • When you create a calendar, this is the default view. Every day of the month is represented by a Day Box in this view. In your calendar, Day Boxes are where you may see information about a certain day. By clicking the view button to the right of the “Calendar View” drop-down menu, you may change your month view. This will toggle between the regular month view and a month view without weekends in your month view.

The “Default View” is the view that you have chosen for your Calendar in the “Customize & Share” options of your Calendar. Every time you click on a Calendar’s name, you may pick which default Calendar View you wish to see initially. If you have a Default Calendar View, this option will appear in the “Calendar View” drop-down menu. You may always switch to another Calendar view, but this is the one that will appear first. Find out how to change your Default Calendar View.

Different forms in which you can see your Calendar are referred to as “Calendar Views.” Each Calendar View will display your Calendar data in a different style and limit the amount of data you can view at once. You have the option of selecting Day, Week, Month, or Board. You can pick which style of Calendar See will always appear when you first view this Calendar in your account by clicking on this drop-down menu. You’ll be able to go back and forth between Calendar Views.

In-depth step by step process: How to fix a day view calendar showing two days instead of one?

Breakdown of the process:

• First sign in to Outlook.

Outlook has quite a few platforms you can use to sign in. First there is the normal web version which has its own web domain. You can also sign in from the application which comes as part of the Office 365 application pack for both Mac and Windows.

• Now go to the calendar selection of Outlook by clicking on the icon.

Both the application and web version will have the same calendar icon and both will allow you access to the Outlook calendar.

• Use the Dropdown to switch to day view.

As default it may be set to either week, month or day which in this case for day it will be set to two day view. The setting presets default when first visiting the calendar after creating an account will be set to Month as shown on the screenshot above.

• In the dropdown next to day click on “1 day”.

The main reason for your calendar showing two days instead of one is the screenshot above. Your presets were set to two days so each time you go to the day view element of the calendar it will only show you the default view which was set to two days. You need to change to “1 day” to get the results in the calendar only showing for one day.

That’s it, the presets will automatically save and you will now have the calendar show only one day view. You may want to change back to two day and in this case just repeat the steps from “Use the Dropdown to switch to day view.” and edit from one to two or more upto seven days can be added.

The process for the application involves the use of keys. You will need to click (Ctrl) followed by the following day to have more than one day from the day view calendar on the app. With the application the days don’t have to follow you can have any pattern. For example if you want to show only July 7th and July 26th you just have to click on (Ctrl) on 7th than (Ctrl) on 26th and it will show for those 2 days only.

That’s it for this blog — thank you for taking time out to read our content. Please feel free to email our team about how it went if you followed the steps or if you need more help with the questions we answered in this post.

Another day, another crucial email you were anticipating has mysteriously vanished. Perhaps it’s an email from yesterday that you can’t find today. Missing emails can result in quite a lot of frustration for the recipient. The fact that lost emails are more than just unpleasant is much more problematic. They have the potential to cost your company money. What if the email that went missing was a client order? What if it came from a client with a critical question? If you do not respond to your clients within a reasonable amount of time, they may take their business elsewhere. You need to figure out why your emails aren’t showing up in Outlook. More importantly, you must figure out how to recover those deleted emails.

Step by step process – How to stop Outlook emails disappearing?

1. First, go to the Outlook app and sign in if you are not already signed in.
2. Now click on file > Account Settings > Account Settings.
3. Select the preferred Outlook email or mailbox account and click “Change”.
4. Here make sure the checkbox is ticked and click on “More Settings”.
5. Click on “Advanced”
6. Here ensure that the box that says “Download Shared Folders” is checked.
7. Then click on “OK”.
8. Close the account settings panel.

If all the points above have been done correctly all the outlook shared content will now have a downloaded copy available in your server for use if the content keeps disappearing. 

When Outlook emails vanish, it’s usually due to a setup error in your settings, account inactivity, Outlook email rules, or emails being transferred to a deleted folder.

In a worst-case scenario, your account may have been hacked and your emails destroyed, or the Conversation Threading function could have been enabled.

Outlook can’t receive emails – How to resolve this issue?

One thing the recipient user can do is restart the Outlook application. Certain times Outlook may cease to work correctly and may buffer if there is constant mail traffic, so having the application restarted will keep the content flow less congested and may allow for accruing emails to flow back to your mailbox again. You may be able to achieve the same results if you close and reopen Outlook, which could clear up any issues that prevent the receipt of emails.

If restarting or refreshing Outlook does not resolve the issue, try to check the internet connection you are using Outlook with. There may be network connectivity difficulties or Outlook is set to function offline if the statuses of Disconnection, Working Offline, or Trying to Connect appear in the Outlook status bar. In this instance take the most appropriate steps to ensure you are connected to an internet source. You may find that once the loss of connection has been resolved the emails you assumed were missing may start to appear again.

If you still are unsuccessful with locating lost email messages you may want to check other folders or categories present within your inbox to see if the messages have gone in there. You may find that emails that do not arrive in your inbox or if new emails do not show even when there is a notification, those messages may be going to the Junk Email folder more commonly known as the spam folder. Spam content is generally content which mail organisations like Outlook have deemed to be quite repetitive and have no context to why they are present. These types of messages generally should be avoided, however occasionally content that is important from an actual email client you expect a mail from may end up in this folder, so it’s worthwhile to check this folder and see if the email you are looking for is here.

Do you have other devices connected to the same Outlook account as you? You may want to investigate those devices to ensure the messages have not gone to them. You may have downloaded the message to another device such as a phone, tablet, or work computer. If the POP email in Outlook is not set to save a copy on the server, your missing email may be on the device where you first checked your email of the device that was first logged into your Outlook account.

Where are your Outlook emails located?

In any email system, it’s not unusual for emails to go missing. When an email is mistakenly erased, it usually goes lost. It can also happen if an inbound message is erroneously flagged as spam by the email system, resulting in the message never reaching your inbox. An email can occasionally go missing if it’s archived and you don’t know it.

Let’s look at where Outlook stores emails to see if you can find your Outlook lost emails. Here are the main folders in MS Outlook where you should check for lost email messages:

• In the spam folder. Spam mails are automatically sent to the Junk Email folder in Outlook. However, if you use a third-party spam filter add-in, the add-in may create a Spam folder for you.
• Folder for archiving. When you archive a mail for the first time in Outlook, it generates this folder. After a set length of time, older messages are automatically moved to the Archive folder.
• Deleted Items is a folder that contains items that have been deleted. This is one of MS Outlook’s default folders. When you remove a message, it goes to this folder.
• In the Junk Email folder, put any emails that you don’t want.This folder is also a default folder in Microsoft Outlook. This folder receives email that seems to be spam. (How a message ends up in this folder is determined by your Junk email settings.)

In-depth step by step process: How to stop Outlook emails disappearing?

Breakdown of all the steps:

• First go to the Outlook app and sign in if you haven’t.

You should see this screen with your main inbox showing on the left and a menu option showing at the top. You can even login from your Office 365 account.

• Now click on the “file” button.

This option will not be available in the online version of Outlook, it’s only available in the application version.

• Now click on “account settings” >  ”account settings”

Account setting is a dropdown option as well as a feature within the dropdown.

• After that click on “Change”

Locate the email address you need to find the lost mail on and click change.

• Now click on “More Settings”

More settings will bring out a panel that looks like the one above. Here is where some of your exchange email and mailbox settings can be updated.

• After that click on “Advanced” and check the boxes as shown below.

Once the boxes have been selected it will download the shared file for you to save in the server and access it in case the messages get deleted from the main inbox.

• FInally, click OK.

This will have now saved the content preferences and the mail box settings should now be updated the way you need it to be updated.

The sending size limit setting of your mail server determines the attachment size restriction, or really message size limit, as it includes all of your attachments and the message itself. There may be issues regarding storage as you may only have less than 1MB of storage to spare, and for this reason, files cannot send if they are larger than 1MB. However, you can check storage by first signing into Outlook > Settings > View all Outlook settings > General > Storage; here on this screen, you can see the storage and permanently delete files that are no longer necessary, including emptying the bin. However, if that hasn’t resolved the issue, it’s an issue regarding the mailbox file size restrictions, which may be 1MB (1024kb). Follow the steps below to resolve this issue.

Step by step process – How to remove size restrictions of attachments from Outlook mailboxes?

1. Sign into Office 365 using your credentials.
2. Use the app launcher (nine dots) to navigate to the Admin dashboard.
3. Under Admin centers click on Exchange, you may need to click “Show all” to access.
4. In the Admin Exchange dashboard under “recipients” click on “Mailboxes”.
5. Now click on “Set default message size restrictions”.
6. Set a maximum size for messages that can be sent and received by the new mailboxes in your organization.

However, there are a few size constraints that will limit how much content you can send per Outlook email. You will need to set the maximum sizes for sent and received messages between 0 and 153600 KB. (KB or kilobyte is a much more refined scale of data measurement, so you can set the scale of measurement to precisely what you require).

Following the steps above should allow you to send large-scale content on Outlook mail as the main restrictions have now been lifted from the Outlook Exchange Mailboxes. You may need to visit each mailbox individually to see any specific restrictions related to the account in question.

Increasing attachment sizes using regedit.exe.

The Windows Registry Editor (Regedit) is a graphical application included with the Windows operating system that allows authorized users to examine and modify the Windows registry.

In Outlook 2010, Outlook 2013, or Outlook 2016, you may increase the attachment size limit using software called regedit.exe. You can increase or reduce this restriction using a Registry change if your ISP (Internet service provider) allows for larger or smaller message size and you want Outlook to match it. If you’re connected to an Exchange server, you won’t need to do anything since Outlook will get the limit from the Exchange server automatically.

When sending an email attachment from Outlook, you may receive an error message stating that the attachment size is too large. Change Outlook’s default size to match the mail server’s default size when your mail server supports messages up to 25 MB and your attachment is slightly larger than the usual 20 MB limit. Follow the steps below to change those preferences.

• In the windows desktop search bar type out “Run” and locate the application called “Run”.
• Here on the dialogue box type out “regedit” then click on OK.
• In the folder section locate “preferences” using these steps to navigate to the folder (Computer\HKEY_CURRENT_USER\SOFTWARE\Microsoft\Office\16.0\Outlook\Preferences).
• Next find the REG_DWORD file called (MaximumAttachmentSize)
• Ensure the base is set to (Decimal) and type out the value associated with your requirements.
• Than click on “OK” 

Outlook File Size Limit:

Outlook does not transmit email messages with attachments greater than 20 MB by default; however, many mail servers accept 25 MB or more. Instruct Outlook to deliver messages greater than 20 MB if your email server supports larger attachments. If Outlook’s default message size is more extensive than your mail server allows, you can prevent receiving undeliverable mails.

In-depth step-by-step process – How to remove size restrictions from Outlook Mailboxes?

Breakdown of steps shown below:

• Sign into Office 365 using your login details.

Use your details associated with your Office account, for example, email, Phone even your associated skype account.

• Use the app launcher to navigate to “Admin”.

The app launcher is illustrated by nine dots on the top left side of the display. You need to click on this to access the Admin portal.

• Under the Admin center click on Exchange.

In this example “Exchange” was pinned so it was on the main menu panel on the left. If it isn’t for you, click on “Show all” and this will bring up the “Admin center,” here you want to find and click on “Exchange.”

• In the Admin dashboard under “Recipients” click on “Mailboxes”.

Recipients is a dropdown collapsible menu option you need to click on the button to open the options and here click on “Mailboxes”. The Mailboxes are the recipients and other users who have a mail inbox associated with a company Outlook or mail account.

• Now click on “Set default message size restrictions”.

This setting will allow you to change the restrictions for the entire Mailbox suite associated with the Exchange Outlook account. You may choose to have individual users still restricted to avoid spam mail or have only a few users not restricted if they have any importance to your organization.

• Set a maximum size for messages that can be sent and received by the new mailboxes in your organization.

The final step is to edit the message size restrictions which will then set the mailbox restrictions from 1MB to over 150MB. You may need to visit the Windows Outlook registry to change the default settings to increase the limit if it is set to 1MB. You may also need to check to ensure any restrictions made to specific accounts are also lifted if you need it.

Summary

The points mentioned above are subjective to what the users’ preferences are and how the settings altered may not always result in restrictions being lifted. You may need to contact the Microsoft team to get more information on the specific reason why the restrictions are in place.

That’s it for this Blog thank you for taking time out to read our content, please feel free to email our team about how it went if you followed the steps or if you need more help with the questions we answered in this Blog.