How to open shared calendar in outlook

This covers sharing a calendar with another faculty or staff member, and how to open a calendar that was shared with you from the Outlook WebApp or the Outlook client.

In the Outlook WebApp:

To Share the Calendar:

Go to https://www.office.com/ and login with your SU email address and password

Select Outlook from the list of applications. 

If you are sharing a calendar that belongs to a department email you must first open that mailbox.

Click on your initials or profile picture in the top right corner. 

Select Open Another Mailbox

Enter the name of the Email address associated with the calendar and press OK.

Choose the Calendar icon on the bottom left. 

On the top right select Share.

Enter the name or email address of the SU user you would like to share your calendar with, then select the permission you would like to grant and click Share.

To remove permissions select the trashcan icon to the right of the user.  

To Open a Shared Calendar:

Once a calendar is shared the recipient will receive an email stating they have been invited to view a shared calendar.

Windows

1. Open Outlook
2. Click the calendar icon in the lower left hand corner of Outlook.
   
   
3. Click on the Home button in the ribbon at the top left of Outlook
   
   
4. Click on the Open Calendar button in the Home ribbon
5. Click the Open Shared Calendar option.
6. Click the Name button
7. Enter the name of the calendar you are looking for and then click Go to search.  The name for many Neag School of Education calendars begin with ~NSOE , if you are unsure of the name of the calendar try searching for ~NSOE to see if the calendar you are looking for shows up.

Mac OS X

1. Open Outlook
2. Click the Calendar icon in the bottom left corner of Outlook
   
   
3. Click the Home ribbon in the upper left corner of Outlook
4. Click Open Shared Calendar in the Home ribbon
5. Enter the name of the calendar you are looking for and then click Go to search.  The name for many Neag School of Education calendars begin with ~NSOE , if you are unsure of the name of the calendar try searching for ~NSOE to see if the calendar you are looking for shows up.

NOTE: To access another person's calendar, that person must have granted you permission to it. 

1. Open Outlook.
2. Click the Calendar tab.
3. Click Open Calendar, then click Open Shared Calendar.
   
   
    

4. Enter the name or email address of the person or shared mailbox calendar you wish to access.
   TIP: Click Name to search for a person or room in the address book.
5. Click OK.
   

   The shared calendar will appear side-by-side with your personal calendar.

   

   Congratulations! You have successfully accessed a shared calendar in Outlook.

Note: after you access a shared calendar for the first time, the calendar is added to the Navigation Pane. The next time you want to view the shared calendar, you can click it in the Navigation Pane. 

As you create a meeting invitation you are able to see whether others are free or busy, but you aren't able to see any other information about their schedule (such as the meeting title, who is invited, or where it's taking place).

But if someone has chosen to share their calendar with you, you'll be able to look at the items in more detail. Depending on the level of access they've granted you, you may also be able to modify items.

To view another person's shared calendar, complete the following steps. Once you've done this, you'll see their calendar listed under My Calendars in the Calendar section of your Navigation Pane every time you use Outlook.

1. On the Home tab of the ribbon, in the Manage Calendars section, click Open Calendar, then Open Shared Calendar.
2. In the Open a Shared Calendar dialog box, type all or part of the person's name (or their NetID). Select the person you're looking for then click OK.

In the Navigation Pane, under Shared Calendars you should now see an additional calendar with the person's name. 

About this Article

Last updated: 

Monday, December 13, 2021 - 12:04pm

Audience: 

Faculty, IT Professionals, Staff, Students

Operating System: 

Windows

Calendar

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