Sharing and Accessing a Shared Calendar in Outlook

Table of Contents

• What is a Shared Calendar?
• Who Can Share or Access a Shared Calendar?
• Adding Users to Your Shared Calendar
• Adding a Shared Calendar to Your Outlook
• Troubleshooting

NOTE: Throughout this article, you can click on any pictures to expand them.

What is a Shared Calendar?

Shared calendars are Outlook calendars that multiple users can access simultaneously. Events added to a shared calendar are visible to all users of the calendar.

Who Can Share or Access a Shared Calendar?

Any users who have been granted access to the calendar by the calendar's owner can add it to their Outlook.

Any user with "Owner" permissions on a calendar can share the calendar with another person.

NOTE: Shared calendars are best accessed from the desktop Outlook app.

Adding Users to Your Shared Calendar

1. From the inbox of Outlook, click the calendar button in the bottom left.

2. Right-click on a calendar that you have access to, and are an owner of. Select "Properties". If you get an error during this step, see Troubleshooting.

3. Select the "Permissions" tab.

4. Here, a list of all users with access to the calendar and their permission level is shown. After clicking on a user in the list, you can use the Permissions options below to change their permissions on the calendar. Click "Add" to give a new user permissions to access the shared calendar.

5. Search for the user you would like to add, then either double-click their name or click "Add" in the bottom left. Click "OK".

6. Back on the user access list, adjust the user's permissions as necessary, then click "Apply", then "OK". The new user now has access to the shared calendar. See Adding a Shared Calendar to Your Outlook for instructions on how the new user can add the calendar to their Outlook.

Adding a Shared Calendar to Your Outlook

1. From the inbox of Outlook, click the calendar button in the bottom left.

2. Right click the "Shared Calendars" heading in the bottom left, then select "Open Shared Calendar" under the "Add Calendar" dropdown.

3. Type the name of the shared calendar you would like to open. If you type the exact name of the calendar, it will immediately be added to your Outlook upon clicking "OK". You can also type only a part of the name, as below, then click "OK".

4. If you only typed a portion of the calendar name, a list will be presented that shows all calendars that match what you typed. If a calendar has a person's silhouette next to it, you have permissions to access that calendar. Select the calendar you would like to open, then click "OK". 

Troubleshooting

• I added a shared calendar to Outlook, but it isn't showing up in my Calendar screen.
  • Check the bottom left of the calendar screen. Check that your shared calendar has a check mark next to it. If it does not, click the box to enable the calendar.
  • 
  • If your calendar is not in the list of Shared Calendars, see Adding a Shared Calendar to Your Outlook.
  • If your calendar is checked but you cannot see it, submit a Computer Support ticket here: Service - Computer Support Issues or ... (teamdynamix.com)
• I right-clicked a shared calendar and click "Properties", but am told I don't have permission.
  • Contact an owner of the calendar. They will need to modify your permissions to give you full access to the shared calendar.