Shared calendar not syncing
Summary
This guide helps you troubleshoot and resolve: Shared calendar not syncing. Follow the steps below to fix the issue.
Common Causes
Shared Calendar Not Syncing - Business User Guide
Problem
A calendar shared with you by a colleague isn't syncing or showing events, or changes to a shared calendar aren't appearing for others.
Symptoms
- Shared calendar doesn't show any events
- Events appear for you but not for others
- Calendar shows "Last synced" a long time ago
- You can see the calendar in the list but it's empty
Solutions
Step 1: Verify Calendar Sharing Permissions
The organizer needs to share correctly:
1. They should share from Outlook → Calendar → Share
2. Ensure permissions include at least "Reviewer" level
3. If they shared just "Free/Busy," you won't see details
Check your access level:
1. In Calendar, find the shared calendar in the left sidebar
2. Right-click → "Properties" or "Permissions"
3. Check your permission level
Step 2: Ensure the Calendar is Added
Check your calendars list:
1. In Calendar view, look at the left sidebar
2. Is the shared calendar listed? (It will have the owner's name)
3. If not, add it:
- Click "Add calendar" → "Open shared calendar"
- Type the person's name or email
- Select them and click "OK"
Step 3: Force a Sync
Outlook Desktop:
1. Go to Send/Receive → "Send/Receive All Folders"
2. Wait for sync to complete
3. Or close and reopen Outlook
Outlook Web (OWA):
1. Refresh the browser (F5 or Ctrl + R)
2. Or sign out and sign back in
Step 4: Check for Multiple Calendar Issues
Sometimes you have duplicate calendars:
1. Look at the left sidebar carefully
2. You might have the same calendar added twice (one working, one not)
3. Right-click and remove duplicates
Step 5: Remove and Re-Add the Calendar
1. Right-click the shared calendar
2. Select "Delete" or "Remove"
3. Confirm removal
4. Re-add it:
- Click "Add calendar" → "Open shared calendar"
- Search for the person's name
- Select and add
Step 6: Check Calendar Permissions Again
If events aren't showing, the organizer needs to:
1. Right-click their calendar → "Share"
2. Ensure you've been added with proper permissions
3. Check "Reviewer" or higher is selected
Step 7: Check for Delegates
If you're someone's delegate:
1. Go to File → "Account Settings" → "Delegates"
2. Ensure you're set up as a delegate
3. Check delegate permissions include Calendar
Step 8: Troubleshooting Outlook Desktop Issues
Clear cache:
1. Close Outlook
2. Press Win + R, type %localappdata%\Microsoft\Outlook, Enter
3. Delete the "RoamCache" folder
4. Restart Outlook
Repair Outlook profile:
1. Press Win + R, type control, Enter
2. Go to Mail → Show Profiles
3. Select profile → Properties → E-mail Accounts → Repair
4. Restart Outlook
For the Calendar Owner
If others can't see your calendar:
1. Share it properly: Calendar → Share → Add person
2. Choose "Reviewer" or higher
3. Click Send — they must accept the invitation
4. Ask them to confirm they added the calendar
Common Permission Levels
- Free/Busy time — Only shows if you're free or busy
- Limited details — Shows subject and location
- Reviewer — Can read all details
- Delegate — Can read and respond to meetings
Need More Help?
Contact the calendar owner or IT Support if:
- The calendar still doesn't appear
- Permissions are correct but events don't show
- You've tried re-adding multiple times
- It's a departmental/team calendar