How to add a shared Calendar

📌 Purpose

This article explains how to add a shared calendar in Microsoft Outlook using Outlook (New), Outlook (Classic), Outlook on the Web, and Outlook for Mac. Shared calendars allow users to view and manage calendars that have been shared with them by colleagues, departments, or resource owners.

👥 Audience

  • Faculty
  • Staff
  • Student Employees

🖥️ Applies To

  • Microsoft Outlook (New)
  • Microsoft Outlook (Classic)
  • Outlook on the Web (OWA)
  • Microsoft Outlook for Mac
  • Microsoft 365

🛠️ Instructions

Outlook (New)
  1. Open Outlook (New).
  2. Select the Calendar icon from the navigation pane.
  3. In the left pane, select Add Calendar.
  4. Choose Add from Directory.
  5. Enter the name or email address of the person or shared mailbox whose calendar you would like to add.
  6. Select the calendar from the search results.
  7. Click Add.
  8. The shared calendar will appear in your calendar list.
Outlook (Classic)
  1. Open Outlook (Classic).
  2. Select the Calendar view.
  3. On the ribbon, select Add Calendar.
  4. Choose From Address Book.
  5. Search for and select the person or resource whose calendar has been shared with you.
  6. Click OK.
  7. The calendar will appear under Shared Calendars in the navigation pane.
Outlook on the Web (OWA)
  1. Sign in to Outlook on the Web.
  2. Select the Calendar icon.
  3. In the left navigation pane, click Add Calendar.
  4. Select Add from Directory.
  5. Search for the person, shared mailbox, or resource calendar.
  6. Select the calendar from the results.
  7. Click Add.
  8. The calendar will appear in your calendar list and can be toggled on or off as needed.
Outlook for Mac
  1. Open Outlook for Mac.
  2. Select the Calendar icon.
  3. On the menu bar, select File > Open > Shared Calendar.
  4. Search for the user, shared mailbox, or resource calendar.
  5. Select the desired calendar.
  6. Click Open.
  7. The shared calendar will appear under your calendar list.

💡 Troubleshooting & Tips

  • You must have been granted permission before you can access a shared calendar.
  • If the calendar does not appear in search results, verify the calendar owner has shared it with you.
  • Close and reopen Outlook if recently granted permissions and the calendar does not immediately appear.
  • If you receive a permissions error, contact the calendar owner or the Technology Services Center (TSC).
  • Shared calendars may take several minutes to appear after permissions are assigned.

 

Was this helpful?
0 reviews
Print Article