SharePoint 2010 Calendar Overlay – Events Showing Free/Busy

Once you’ve overlaid an Outlook calendar on a SharePoint Calendar list (if you want to know how to do that, read this blog post!), you might see the calendar events display as Free/Busy/Tentative:


How would you display the events so that they show more useful information, such as event subject and location?

Turns out that you’ll need to change the Outlook permissions other users have to see more detailed information about your calendar events. Here are the steps to change the permissions in Outlook 2010:

  1. In Outlook, turn to the Calendar view to see the calendar
  2. Under the “Home” tab, click “Calendar Permissions”
  3. In the Calendar Properties dialog box, set the permission level for a user/group to Free/Busy time, subject, location. For example, give the Default users the ability to see the Free/Busy time, subject and location for this user’s calendar appointments by following these steps:
    • Select Default
    • Change the permissions to Free/Busy time, subject, location
    • Click OK

Now when you go back to the Outlook calendar you overlaid in your SharePoint Calendar list, you can see the event information: