Setting up shared calendars
Summary
This guide helps you troubleshoot and resolve: Setting up shared calendars. Follow the steps below to fix the issue.
Common Causes
Setting Up Shared Calendars - Business User Guide
Problem
You need to share your calendar with colleagues or view someone else's shared calendar in Microsoft Outlook.
Why Use Shared Calendars?
- Let others see your availability
- Book meeting rooms efficiently
- Coordinate with team members
- View colleague schedules
Part 1: Sharing Your Calendar
Step 1: Share Your Calendar (Outlook Desktop)
1. Open Outlook and go to Calendar
2. Click "Share" → "Calendar Permissions"
3. Click "Add..."
4. Type the name or email of the person you want to share with
5. Select their name from the list
6. Choose permission level:
- None — No access
- Free/Busy — Can only see if you're free or busy
- Limited details — Can see subject and location
- Reviewer — Can see all details (read-only)
- Editor — Can make changes to your calendar
7. Click "OK"
8. Click "Apply" then "OK"
Step 2: Send the Calendar
1. Click "Share" → "Share Calendar"
2. Enter the recipient's email
3. Add a message if desired
4. Click "Send"
Step 3: Allow Copying (Optional)
If you want recipients to share with others:
1. In Calendar Permissions, select the person
2. Check "Delegate can see private items" if needed
Part 2: Opening a Shared Calendar
Method A: From Email Invitation
1. When someone shares a calendar with you, you'll receive an email
2. Click "Open this calendar" in the email
3. The calendar will appear in your Outlook
Method B: Add Manually
1. In Calendar view, click "Add calendar" → "Open shared calendar"
2. Click "Open..." or type a name
3. Start typing the person's name
4. Select them from the list
5. The calendar will appear alongside yours
Method C: From the Address Book
1. Go to File → "Open & Export" → "Open Shared Calendar"
2. Click "Name..."
3. Type the person's name
4. Select them and click "OK"
Part 3: Viewing Multiple Calendars
1. In Calendar view, look at the left sidebar
2. Check the boxes next to calendars you want to view
3. Use the dropdown to change calendar colors
4. Click "Day/Week/Month" to change the view
Part 4: Using Shared Calendars Effectively
Overlay View
1. Select multiple calendars
2. Click "Overlay" to see them stacked
3. This helps find available meeting times
Room Finder (For Meeting Rooms)
1. When creating a meeting, click "Room Finder"
2. Select available rooms
3. See availability across multiple rooms
Delegate Someone (Grant Full Access)
1. Go to File → "Account Settings" → "Delegates"
2. Click "Add..."
3. Search for the person
4. Set permissions for Calendar, Inbox, etc.
5. They can now manage your calendar
Troubleshooting
Calendar not showing:
- Check the calendar is enabled in the left sidebar
- Verify the person has shared it with you
- Try refreshing (F5 or Send/Receive)
Can't see details:
- The person may only have shared "Free/Busy"
- Ask them to grant "Reviewer" access
Need to remove access:
1. Go to Calendar Permissions
2. Select the person
3. Click "Remove"
Need More Help?
Contact IT Support or your manager if:
- You can't access a shared calendar you were promised
- You need higher permissions
- You're having trouble seeing availability