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How to Create a Shared Calendar in Outlook [Easy Guide]

Creating a shared calendar in Outlook is one of the features of the tool.

It’s designed to improve organization and communication, enabling teams, families, or any group to synchronize and keep track of events, appointments, and tasks.

This article will delve into the step-by-step process of creating and sharing a calendar in the Windows, Web, and Mac versions of Outlook and explore some troubleshooting tips.

How to Create a Shared Calendar in Outlook for Windows

Whether you’re looking to coordinate meetings, plan group events, or simply keep everyone on the same page, a shared calendar in Outlook for Windows is invaluable.

Here’s how to create one:

1. Open the Microsoft Outlook application on your Windows computer.

2. On the bottom left side of the application, you’ll find the Calendar icon. Click on this to switch to the calendar view.

Click on Calendar icon

3. Select „Add Calendar“ and then choose “New Calendar.”

Add a new calendar

4. Provide your calendar with a name, and you can also choose a specific folder if you wish.

5. Click “OK” to save.

6. Share the Calendar:

  • Right-click on the calendar you have just created under “My Calendars.”
  • Choose ‚Share‘ and then “Share Calendar.”

Share your calendar

7. In the new window, enter the email addresses of the individuals you want to share the calendar with.

Choose who to share your calendar with

8. Decide the level of access each recipient will have. You can allow them to view, edit, or manage the shared calendar.

9. Click “Send.” An email invitation will be sent to the recipients.

Recommended reading: How to Add an Email Account to Microsoft Outlook?

How to Create a Shared Calendar in Outlook Web

With the rise of remote work and the need for seamless collaboration, Outlook’s Web version has become a preferred choice.

Below are steps to create a shared calendar in Outlook Web:

1. Open your web browser and go to Outlook.com or the specific URL for your organization’s Outlook web access.

2. Click the calendar icon in the lower-left corner.

3. Click “Add Calendar” at the top of the page and then “Create Blank Calendar.”

Create Blank Calendar

4. Name your calendar and provide any additional details if necessary.

Name your Calendar

5. Click “Save” to finalize your calendar creation.

6. Share Your Calendar:

  • Locate the newly created calendar on the left sidebar.
  • Right-click (or click on the three dots beside the calendar name) and choose “Sharing and permissions.”

Select Sharing and Permissions

7. Type in the email addresses of those you’d like to share your calendar with.

Enter email addresses for sharing

8. Click “Share” to send an invitation to the selected recipients.

How to Create a Shared Calendar in Outlook for Mac

Creating shared calendars is simple on Mac computers.

Here’s how to do it:

1. Launch the Outlook app on your Mac.

2. On the bottom toolbar, click on the calendar icon.

Click the calendar icon

3. In the “Organize” tab, click “New Calendar.”

Click New Calendar

4. Enter a name for your calendar.

5. Drag and drop your new calendar to the desired location under “My Calendars” or leave it in its default spot.

6. Share Your Calendar:

  • Right-click (or Control-click) the newly created calendar under “My Calendars.”
  • Select “Sharing Permissions.”

Click Sharing Permissions

7. Click the ‚+‘ button, then type and select the names or email addresses of the individuals you want to share the calendar with.

Note: You can specify the level of access each individual should have, from viewing all the way to editing.

Add invites and specify permission levels

8. Click „Add“ and close the permissions window. Your recipients will receive an email notification granting them access.

Recommended reading: How to Create a Contact Group in Outlook?

How to Share a Calendar By Publishing It to a Web Page

If you want to share your calendar with people outside your organization or those who might not have an Outlook account, you can publish it to a web page.

Here’s how to do it:

1. Open Outlook on your computer and go to the Calendar view.

2. In the navigation pane, right-click on the calendar you wish to share.

Select the Calendar you want to share

3. Choose “Publish to Web” or “Publish This Calendar.”

Choose Publish this Calendar

4. From the drop-down list, select the desired detail level. You can choose from can view when I’m busy, can view titles and locations, can view all details.

Select your desired detail level

5. Click Publish.

6. Outlook will create a URL for your calendar. You can share this link with anyone you wish to give access to.

Why Can’t I Create a Shared Calendar In Outlook?

The following are potential reasons for problems with creating a shared calendar in Outlook:

  • Permissions: The most common reason is a lack of permissions. You may not have the necessary rights to create or share calendars, especially if you’re part of a larger organization with IT-imposed restrictions.
  • Outdated Software: If you’re using an older version of Outlook, some features may not be available or may have known issues. Always ensure Outlook is up-to-date.
  • Server Issues: If you’re using Outlook in an enterprise setting, there might be server-side issues or policies that prevent the sharing of calendars.
  • Configuration Problems: There could be misconfigurations in your Outlook settings or issues with the integration of Outlook with other software or services.
  • Connectivity: If you are facing issues with your internet connection, it might hinder the process.

If you’re still having issues after using the above tips, contact your IT department or refer to Microsoft’s official help documentation for detailed troubleshooting.

What is the Difference Between a Shared Calendar and a Group Calendar?

Both shared calendars and group calendars allow multiple users to view and contribute to a single calendar, but they are used in different scenarios and have different features.

Shared Calendars are created by an individual and shared with specific people. The original owner can decide the level of access each person has – from view-only to edit rights. Shared calendars are Ideal for scenarios where only a selected group of individuals needs access.

Group Calendars are associated with Microsoft 365 Group or Microsoft Teams teams. Users who are members of that group or team have access to the group calendar. Members can add or modify events depending on permissions set by the group admin. Group calendars are great for teams where all members need to collaborate on scheduling and events.

The Bottomline

Outlook offers a suite of tools for calendar sharing and collaboration. Whether you’re using Outlook on Windows, Mac, or the Web, the platform offers a user-friendly way to create and share calendars. Following the steps above, you can effectively coordinate schedules, plans, and events with your colleagues, family, or friends. Remember to set permissions judiciously, ensuring recipients have the appropriate level of access.

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ikimi

Ikimi O. is an experienced technical writer passionate about software, technology, and engineering. He has a background in engineering and has written content on a wide variety of topics and niches. His hobbies include reading, watching movies, and traveling.

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