How To Create a Shared Calendar in Outlook?

Last Updated on February 4, 2024 by Amit Bansal

Remembering events includes calendars, manually circling, and marking your paper calendar is the only option in the early days, but now digitalization makes everything extremely easy, only you must do is enter your data.

Microsoft Outlook calendar is one of the excellent platforms not only to manage your emails but also to remind you and alert you for your upcoming event which was entered in your calendar.

What is Microsoft Outlook Calendar?

Microsoft Outlook is an excellent platform for scheduling meetings, activities, events, and tasks, and organizing your daily, weekly, and monthly calendars in a single place also reminds you and shows you alerts from time to time and assures you that you will never miss any event.

How to Create a Shared Calendar in Outlook Application?

The various versions of Office for Windows can differ slightly from one another, depending on which version you’re using.

Even though the interface might have some subtle differences, the steps you need to follow are generally the same.

Creating a calendar is pining events before their date. Here step by step tutorial for sharing the calendar.

  • Go to the calendar by clicking the navigation button on the left-hand button of the page.
outlook calendar

The calendar consists of (Scheduled Meetings, Recurring meetings, appointments, to-do lists, and Tasks), You can easily save them into your computer calendar.

  • Click Home >> Open Calendar >> click Create New Blank Calendar
how to share outlook calendar
  • You must give some name and click OK
outlook calendar permissions

Your calendar is added to the calendar list, check on your navigation section. You can select multiple in a single sheet and check the list of events in your calendars.

Microsoft outlook calendar
  • Go to Home Tab >> Click Email Calendar >> select the range
outlook share calendar
  • Click OK
  • Your calendar is attached to the mail, enter the recipient’s email address and subject.
how to create a shared calendar in outlook

How to Share the Calendar on Outlook Using the Web?

If you’re using Outlook for your email, you can also use it to manage your calendar. One way to do this is to share your calendar with others using the Outlook Web App.

Here’s how:

  • Step 1: – Open Outlook Web and log in with your account credentials.
  • Step 2: – Click on the Calendar Icon in the sidebar on the left-hand side of the page.
  • Step 3: – Click Setting (gear icon) from the top right corner of the screen.
  • Step 4: – Click view all account settings >> Click Calendar from the far-left navigation options >> then Shared calendar.
  • Step 5: – Go to the Sharing and permissions, in this smaller window, you will be prompted to enter the recipient’s e-mail or contact name in the text box.
  • Step 6: – Once you entered the recipient’s e-mail address, you have to select one of the calendar permissions in Outlook. You can allow the recipient to either only view the details or to view as well as edit them.
  • Step 7: – Click Share, the name should be moved down on the list to show that the calendar is being shared with that email address. You can add multiple people to this list with different Outlook calendar-sharing permissions, depending on whether they can edit it or not.

The Calendar shared with your recipient will be visible under calendar options, your recipient can further click the right mouse button to take action, accordingly, Refer to image below:

You can also further edit the permission or remove the person from sharing the calendar at any time by clicking on the Trash icon.

Outlook calendar advanced features

Outlook takes care of your daily routine carefully; you will never miss only your event or appointment or any important task.

  • Easily create a secondary calendar.
  • Share a calendar inside and outside your organization.
  • Email your calendar.
  • You can create a calendar group.
  • Schedule a meeting/recurring meeting
  • To-Do list
  • Many more …

How Microsoft Outlook calendar benefits the common man

Not paying your credit card bill, missing an important installment, unable to attend a parent meeting in school, are some of the notable events that required proper attention at the proper time.

Missing or avoiding intentionally or unintentionally causes a financial dent in your pocket.

Microsoft Outlook helps you as a personal assistant and reminds you from time to time of your upcoming events.

Frequently Asked Questions (FAQs)

What is the difference between a shared calendar and a group calendar?

The Group calendar is prepared to connect all the employees in the organization, every member of the group can access their calendar and check the schedule, Employees can not only view their schedules but also get an overview of their colleagues’ calendars.

Shared Calendar allows users to share specific calendars and gives access to different segments like only viewing the details or viewing as well as editing them.

Can Others Edit a Shared Outlook Calendar?

In conclusion, sharing your calendar with others does not automatically mean others can now edit it.

There are options within Outlook settings to allow others to view your calendar, but not edit it.

A shared calendar creation can be assigned access levels to prevent editing.

However, if your shared calendar has editing permissions, anyone can edit any time, even if your shared calendar is set to ‘Time Sensitive‘ or ‘Do Not Share

Wrap Up

In conclusion, with shared calendars, users will have the ability to see all events in a shared calendar.

This allows everyone in a company to keep up to date with others’ schedules.

For instance, if an employee needs to be out of the office and is unavailable on Monday, all colleagues can view this from the shared calendar.

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Amit Bansal

Hello, my name is Amit Kumar Bansal, and I am the founder of MailSmartly.com. Through this blog, I focus on Microsoft Outlook, offering insightful and informative content. Additionally, I produce educational videos on YouTube to further enhance the understanding of my audience. visit my YouTube Channel

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