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How to view shared calendar in Outlook?

Organizing meetings with some of your busy co-workers can be time-consuming and stressful. Instead of spending time going back-and-forth with them trying to pick the perfect date and time, what if you have their schedules in hand? By using a shared calendar, you could save a lot of time and boost your productivity. The tutorial talks about how to open and view shared calendars in Outlook, please read on to find out how.


Open and view shared calendar in Outlook

Before you do this, you should first request others’ permissions to view their calendars by asking them in an email or following the steps in this tutorial: How to ask for accessing other’s calendar permission in Outlook. Once they have shared their calendars to you, please do as follows:


Open the calendar with sharing invitation sent via Email message

If you received a calendar sharing invitation in an Email message, please follow the steps in this section:

1. Open the message that includes the sharing invitation. And then click on the link that opens the calendar.

2. In the pop-up dialog as shown above, click Advanced if you need to configure the options for this calendar, such as its name, description, etc., as shown below (Otherwise, skip to step 3). Once you have done configuring, click OK.

3. Click Yes to add the calendar to Outlook and subscribe to updates. Outlook will then automatically switch to Calendar view with this new calendar listed under Other Calendars.

Note:

  1. The experience of accepting a calendar sharing invitation can vary depending on different Outlook versions and subscription plans. So, the invitation you received may look different.
  2. If it’s someone within your organization who shared you a calendar, the invitation should look simpler and with an Accept button . You can just click on the button to add the calendar.

Open the calendar with an ICS link

If you received an ICS link to a calendar, please follow this instruction:

1. Switch to Calendar view, on the Home tab, click Open Calendar > From Internet.

2. Copy and paste the ICS link in the pop-up New Internet Calendar Subscription dialog as shown below:

3. Click OK. You will see another dialog asking if you want to add the Internet calendar to Outlook and subscribe to updates.

4. Click Advanced if you need to configure the options for this calendar, such as its name, description, etc., as shown below (Otherwise, skip to step 5). Once you have done configuring, click OK.

5. Click Yes to add the calendar to Outlook and subscribe to updates. Outlook will then automatically switch to Calendar view with this new calendar listed under Other Calendars.


Add calendar shared within organization without invitation

To view your co-workers’ calendars in Outlook, you don’t actually need to request their permissions but add their calendars directly to your Shared Calendars list, since calendars belonging to internal users are accessible to each other by default. Please follow the steps below to add and view a calendar shared within organization:

Note: The permission level can be changed by IT administrators in case you find that you could not use this method.

1. In the Calendar view, on the Home tab, click Open Calendar > Open Shared Calendar.

2. In the pop-up Open a Share Calendar dialog, click Name.

3. In the Select Name: Search Results - Global Address List dialog, please do as follows:

  1. Choose the right address book where you will add the calendar from.
  2. Type in the keyword in the Search box to search for your colleague whose calendar you want to add. And then click the arrow next to the box.
  3. Select the right co-worker’s name.
  4. Click OK.

4. You will get back to the Open a Share Calendar dialog with the colleague’s name filling in the Name box, click OK.

5. Now you are all set. The colleague’s calendar will be listed under Shared Calendars.


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