Outlook: Access a Shared Calendar

What is a shared calendar?

A shared calendar allows a user to access someone else's calendar in Outlook. The calendar owner controls the privacy settings that determine what others can view or edit.  

Add a shared calendar

The steps vary slightly depending on whether you are using the Outlook desktop app or the Outlook web app (mail.cscc.edu). In addition, the steps for the desktop app also vary slightly between a PC and a Mac.

Expand the appropriate section below for details:

  1. Select the calendar icon in the left navigation pane.
     
  2. Select the icon to open the menu.
     
  3. Select Add Shared Calendar.
    Steps 1-3 above labeled in a screenshot from Outlook
  4. Type part of the calendar name to search the address book.
    "Open calendar" search box open with "calendar" typed in the search box and some results below
  5. Select the calendar you want to add, then select Open.
  1. Select the calendar icon in the left navigation pane.
     
  2. Select the Home tab in the ribbon.
    Image of desktop app on a PC with steps 1 and 2 marked
     
  3. In the Manage Calendars group, select Add Calendar, and then Open Shared Calendar.
     desktop app open with "Add calendar" button & "Open shared calendar" options both selected
  4. Select Name to open the address book.
    The "open a shared calendar" box with the Name option highlighted
  5. Type a name to search. Choose the appropriate calendar from the list, then select OK.
    highlights the search box where the user has typed the keyword "academic" with "academic calendar" selected in list of options
  6. The shared calendar will open next to any calendar that is already in view.
     
  7. To overlay a calendar on top of the existing calendar(s), right-click the calendar name and select Overlay. Repeat this process to undo the overlay if needed.
    shows "academic calendar" calendar selected with "overlay" option chosen in menu

Access Outlook in your browser by logging in at mail.cscc.edu

  1. Select the calendar icon in the left navigation pane.
     
  2. Select Add Calendar in the list.
    Steps 1 and 2 from above labeled in a screenshot from Outlook Web App
  3. Next, select the Add from directory option.
     
  4. Select your own email address to "search from."
     
  5. Type the name or email address of the desired calendar in the search, and select it from the pop-up results.
    Steps 3-5 labeled in a screenshot from OWA
  6. Select the appropriate group to add the calendar to, then select Add.
    Add button showing

Show or hide a shared calendar

At times, you might want to show or hide a shared calendar in Outlook without permanently adjusting your access. For example, you might show a team calendar to coordinate meetings or events but hide it when focusing on personal tasks. The steps vary slightly depending on whether you are using the Outlook desktop app or the Outlook web app (mail.cscc.edu). 

Expand the appropriate section below for details:

  1. Select the calendar icon in the left navigation pane.
     
  2.  Locate the calendar (typically found under “Shared calendars” heading). Check / uncheck the corresponding box to show or hide the calendar.
    shows calendar icon selected and a checkbox next to a calendar checked
  1. Select the calendar icon in the left navigation pane.
     
  2.  Locate the calendar *typically found under "People's calendars" or "Shared calendars" heading). Check/uncheck the corresponding box to show or hide the calendar. 
    shows calendar icon selected and a checkbox next to a calendar checked
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