Calendars & Tasks
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      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 (New) & Outlook on the Web

      Sharing Your Calendar in Outlook (New) & Outlook on the Web

      1. Go to the calendars in Outlook (New) or for 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 (yours) or the calendar's name you wish to share
      3. Select Sharing and permissions
      4. In the popup box, enter an email address and select from the dropdown box
      5. Select the permission you require them to have
      6. Select Share
        1. Select the bin icon if you wish to remove sharing permissions
      7. They will receive an email and need to select Accept to add your calendar to their own calendar list under Shared Calendars.

      Adding a Shared, Room or Group Calendar to Outlook (New) & Outlook on the Web

      1. Go to calendars in Outlook (New) or visit https://outlook.office.com/calendar/
      2. Under the month in the left menu select Add calendar
      3. Select Add from directory
      4. Select your account you with to search from
      5. Enter the person / group / room's name and select
      6. Select where you would like to add the calendar to
      7. Select Add


      Note: To add the All Staff Leave BreatheHR Calendar please visit this article:

      Outlook (classic) Desktop

      Sharing Your Calendar in Outlook (classic) Desktop

      1. 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 (classic) Desktop

        1. Go to Calendars
        2. Home Tab
        3. Add Calendar or Open Calendar
        4. Select:
          1. From Address Book... for colleagues' calendars
          2. 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 (classic) 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.

        Troubleshooting

        All shared calendar appointments showing as Busy in Outlook Desktop but I have been given permission
        1. To resolve, ensure they have given you permission to view details of their calendar >
        2. Update your offline address book >
        3. Delete their calendar from your Outlook Desktop >
          1. Note deleting only removes it from your Outlook, it doesn't delete their calendar
        4. Re-add their calendar to Outlook Desktop >

         

        I've added a room to Outlook Desktop but it's not appearing

        1. Check your calendar in Outlook on the Web
        2. If the calendar you're adding is listed in the web version but not in the Desktop version
          1. Remove it from the web version (. . . > Remove)
          2. Re-add it in Outlook Desktop