How do I share my calendar, view my colleague's calendar, and add a shared or room calendar in Outlook?

The calendar's owner is the person who needs to share it.

In this knowledge base article:

• Outlook on the Web (Webmail) - RECOMMENDED METHOD
  • Sharing Your Calendar in Outlook on the Web
  • Adding a Shared, Room or Group Calendar to Outlook on the Web + All Staff Leave BreatheHR Calendar
• Outlook Desktop
  • Sharing Your Calendar in Outlook Desktop
  • Adding a Shared, Room or Group Calendar to Outlook Desktop
  • Removing Shared, Room or Group Calendar in Outlook Desktop
• Outlook Mobile App
  • Adding a Shared, Room or Group Calendar to Outlook Mobile App
  • Removing a Shared, Room or Group Calendar in the Outlook Mobile App

• Microsoft Training: Share an Outlook calendar with other people >

Outlook on the Web (Webmail) - RECOMMENDED METHOD

https://outlook.office.com/calendar/

Sharing Your Calendar in Outlook on the Web

1. Go to the calendar in Outlook on the Web:
   1. To share your own calendar, go to https://outlook.office.com/calendar/.
   2. To share a shared mailbox calendar you have access to, modify and enter this URL in the address bar:
      1. https://outlook.office.com/calendar/*/
         1. * = insert the shared mailbox email address here, eg. https://outlook.office.com/calendar/help@stalbans.anglican.org/
      2. Alternatively use the link in 1a > Select your name top right > Open another mailbox > Enter email address of the shared mailbox > Select > Open
2. Under 'My calendars' in the left menu select the 3 dots next to 'Calendar'
3. Sharing and permissions
4. Enter an email address
5. Select the permission you require them to have
6. Share
7. They will receive an email and need to select Accept to add your calendar to their own calendar list under Shared Calendars.
   
8. To remove their permission, in step 3 select the bin icon next to their name

Adding a Shared, Room or Group Calendar to Outlook on the Web + All Staff Leave BreatheHR Calendar

1. Go to https://outlook.office.com/calendar/
2. Under the month in the left menu select 'Add calendar'
   1. To add colleague, room or group calendars choose 'Add from directory' and follow the on-screen instructions
   2. To add the All Staff Leave BreatheHR Calendar go to this KB article:
      https://help.stalbansdiocese.org/all-staff-leave-calendar (sign in required)

Outlook Desktop

Sharing Your Calendar in Outlook Desktop

1. In Outlook Desktop go to Calendars

2. Home Tab > Share Calendar

3. Under your email address choose Calendar

4. Press 'Add'

5. Double-click the person you wish to share your calendar with

6. Press 'OK'

7. Under Permissions choose the level of access you wish to give

8. Press 'OK'

9. To remove their permission, in step 7 above select their name > remove > OK

Adding a Shared, Room or Group Calendar to Outlook Desktop

1. In Outlook Desktop go to Calendars
2. Home Tab
3. Add Calendar
4.  From Address Book for colleagues' calendars or From Room List for rooms and group calendars. 
   
   
5. Double click the staff member's name or room/group calendar name
6. Press OK
7. Calendar will appear in left menu.
8. If you have editing rights but you cannot add or edit any events it's likely the permission change hasn't synced to your Outlook desktop yet. To force the change:
   1. In Outlook calendar > Send/Receive > Send/Receive Groups > Download Address Book
   2. Once finished syncing, remove the shared calendar
   3. Restart Outlook
   4. Add the shared calendar again.
   5. You should also be able to access the calendar from Outlook on the Web at:
      https://outlook.office.com/calendar/ > 'Show all' calendars

Removing a Shared, Room or Group Calendar in Outlook Desktop

1. Right click the shared, room or group calendar listed in the left menu.
2. Delete Calendar. This will only remove the shared calendar from your Outlook, not delete the actual calendar (unless you've chosen a calendar that you own).

Outlook Mobile App

Adding a Shared, Room or Group Calendar to Outlook Mobile App

1. In the Outlook app tap go to Calendars
2. Tap the top left icon
3. Tap the calendar icon with the plus sign
4. Add Shared Calendars
5. Enter the person or room
6. Select the plus sign on the calendar you wish to add
7. The calendar will now be in your calendar list

Removing a Shared, Room or Group Calendar in the Outlook Mobile App

1. In the Outlook app tap go to Calendars
2. Tap the top left icon
3. Tap the cog icon next to the shared calendar you wish to remove
4. Select Remove Shared Calendar
   1. If this option is missing the calendar is owned by you and cannot be deleted here.