How to Share and View a Shared Calendar in Outlook
- Aeoleon Bryant
This article provides a step-by-step guide on how to share your calendar with others in Outlook and how to view calendars shared with you. These features are essential for effective scheduling and time management in a collaborative environment.
How to Share Your Calendar in Outlook
Sharing your calendar with others in Outlook allows them to see your schedule and availability. You can control who can view your calendar and the level of details they can see.
Steps to Share Your Calendar
Open Outlook:
Launch the Outlook application on your desktop or open Outlook Web App.
Go to the Calendar:
Click on the calendar icon in the bottom left corner of the Outlook window to open the calendar view.
Select the Calendar to Share:
In the left pane, under "My Calendars," right-click the calendar you want to share. This is typically your primary calendar, named "Calendar."
Choose "Share Calendar":
From the context menu, select "Share" and then choose "Share Calendar."
Add Recipients:
In the sharing invitation window, enter the email addresses of the people you want to share your calendar with in the "To" field.
Set Permission Levels:
Choose the level of access you want to give to each person:
Can view when I'm busy: Shows only when you are busy or free.
Can view titles and locations: Shows your availability and the titles and locations of your events.
Can view all details: Shows all details of your events.
Can edit: Allows the recipient to make changes to your calendar.
Delegate: Grants permission to act on your behalf, including creating and editing events.
Send the Invitation:
Click "Send" to share your calendar. The recipients will receive an email invitation to view your calendar.
Confirm Sharing Settings (Optional):
You can view or modify sharing settings anytime by right-clicking the calendar and selecting "Permissions."
How to View a Shared Calendar in Outlook
Viewing a shared calendar allows you to see another person’s schedule, which is helpful for coordinating meetings or understanding colleagues' availability.
Steps to View a Shared Calendar
Open Outlook:
Launch the Outlook application on your desktop or open Outlook Web App.
Access the Calendar View:
Click on the calendar icon in the bottom left corner of the Outlook window.
Open Shared Calendar:
In the ribbon at the top of the window, click on “Home” then “Add” then "Open Shared Calendar."
Select "From Address Book":
Choose "From Address Book" to find the person whose calendar you want to view.
Search for the Person:
In the address book window, search for the person's name or email address and select it.
Add the Calendar:
Click "OK" to add the selected person's calendar to your view.
View the Calendar:
The shared calendar will appear in the calendar list on the left pane under "Shared Calendars." Check the box next to the calendar name to display it alongside your calendar.
Overlay or Side-by-Side View:
You can view the shared calendar side-by-side with your calendar or overlay it for easier comparison. Use the "View" tab options to choose your preferred layout.
Additional Information
Managing Calendar Permissions:
You can change or revoke permissions at any time by right-clicking your calendar, selecting "Permissions," and adjusting the settings.
Troubleshooting:
If you cannot see a shared calendar, ensure that you have been granted the appropriate permissions and that you are using the same Outlook account that received the invitation.
Mobile Access:
You can also view and share calendars using the Outlook mobile app, but the interface may differ slightly from the desktop version.
By following these steps, you can effectively share your calendar with others and view shared calendars in Outlook, enhancing your ability to coordinate schedules and manage time efficiently. If you encounter any issues or need further assistance, please contact the Technical Service Desk by submitting a ticket at help.fscj.edu