Shared Calendars in Outlook

Overview

• Both the Microsoft Outlook application and the Outlook Web App allow you to access and share calendars.
• The steps below are only for users who are on Exchange or UOmail. If you aren't sure which email system you are on, please see All About Email at UO. 
• The steps for the desktop application below are for Outlook version 16.49, which is included in the University of Oregon's Office 365 license. If you are using a different version of Outlook the steps may be slightly different. For assistance with older version, please contact your local IT department.

Information

Important notes

There are two types of calendars: person and non-person.

• Person calendars are calendars tied to individual people. Non-person calendars are calendars not tied to individual people, such as room calendars or role based accounts. 
• Person calendars can only be shared by the person whose calendar it is. You cannot add a person calendar until you have been given permission by the owner.
• Non-person accounts can only be shared by the owner of the account. If you are unsure who the owner of the calendar is, please check with other users who use the calendar or your office manager.

Outlook Desktop Application

Steps for sharing a calendar

1. Open Outlook.
2. Click the Calendar icon in the lower left.
3. Select the calendar you want to share.
4. Click on the Calendar Permissions button on the top tool bar.
   • Alternatively, right click on the calendar you want to share and select Sharing Permissions.
5. Click the + button to add a User.
6. Search for who you would like to add, either by full name or username.
7. Click on the person you would like to add.
8. To change permission levels for the user you have selected, click on the dropdown menu at the bottom of the Calendar Properties window.
9. Click the Add button.
   • Repeat steps 4 through 8 to add additional users.
10. Click the Done button once you are finished.

Steps for adding a shared calendar

1. Open Outlook.
2. Click the Calendar icon in the lower left.
3. Click Open Shared Calendar on the top tool bar.
4. Search for the calendar you would like to add.
5. Click Open and the calendar will be added.
6. If nothing is showing up in the calendar, or you get any error messages, confirm that you have been granted permission from the owner.

Outlook Web Application (UOmail)

Steps for sharing a calendar

1. Open Outlook.
2. Click the Calendar icon in the lower left or the left hand side of the screen.
3. Hover over the calendar you want to share and click on the 3 dots.
4. Select Sharing and Permissions.
5. Enter an email address or name of a contact.
6. Click on the calendar you would like to add.
   1. To change permission levels for the user you have selected, click on the drop-down menu next to their name/email.
7. Click the Share button.
8. Repeat steps 4 through 7 to share to additional users.
9. Close the Sharing and Permissions menu when finished.

Steps for adding a shared calendar

1. Open Outlook.
2. Click the Calendar icon in the lower left or the left hand side of the screen.
3. Click the Add Calendar button.
4. Select Add From Directory.
5. Search for the calendar you would like to add.
6. Select which category you'd like to add the calendar to by clicking on the drop-down menu.
7. Click the Add button and wait for the calendar to import.
8. If nothing is showing up in the calendar, or you get any error messages, confirm that you have been granted permission from the owner.