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How to Create a Shared Calendar in Outlook

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For people using Outlook 2010, Outlook 2013, Outlook 2016, Outlook 2019, and Microsoft 365, they can strictly follow the steps mentioned below if they want to create a shared calendar in Outlook.

Advantages of a Shared Calendar in Outlook

Creating a shared group calendar will help others including your employees and business colleagues to view it. This will further assist in achieving the organization’s goals as you don’t have to tell each one about their schedules, important meetings, and other activities. All these become so easier and simpler. An individual’s schedules can also be synchronized with the company’s collective events and activities to enhance productivity.

Got a set of calendars that you view together with family or your work colleagues?

Consider using calendar groups! Calendar groups can include SharePoint calendars, Internet calendars, or various resources.

You can create a calendar group in Outlook in two ways. They are as follows

  1. You may choose members from a contact list or an Address Book.
  2. Or, you can create a calendar group based on the calendars that you are viewing.

Let’s learn both the ways in detail and create a calendar group in Outlook without a hassle.

  • Pick Members from an Address Book or Contacts List:
  • Open Outlook and go to ‘Calendar’ (On the ‘Home’ tab) > Manage Calendars > Click the ‘Calendar Groups’ option
  • Now, click on the ‘Create New Calendar Group’ button and then type a name for the new calendar group.
  • You can then click ‘OK’
  • Select the Address Book or Contact list (under ‘Address Book’). This will help you pick a few members of your group.
  • Click the name that you wish to add (in the ‘Search’ box) and click ‘Group Members’.
  • You will be required to follow the same steps to create each calendar to include in the group.
  • Click ‘OK’
  • Create a Calendar Group
  • Open Outlook and go to ‘Calendar’ (On the ‘Home’ tab) > Manage Calendars > Click the ‘Calendar Groups’ option
  • Now, click on the ‘Create New Calendar Group’ button and then type a name for the new calendar group.
  • You can then click ‘OK’
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Note: To add other calendars to the view, you need to choose the checkboxes of the calendars in the Navigation Pane

Steps to Create a Shared Calendar in Outlook

You can share an Outlook calendar with other people by sending a sharing invitation. This will help them view your calendar in their Calendar list.

  • How to Share Your Outlook.com (or Microsoft 365) Calendar with Others:
  • Open your Outlook account. On the ‘Home’ menu, go to the ‘Calendar’ folder. Now, select ‘Share Calendar’.
  • From the drop-down menu, you will need to choose the calendar that you want to share.
  • Click ‘Add’ in the ‘Calendar Properties’ dialog box.
  • In the ‘Add’ box, you will have to type in the email address of the people you want to add.
  • Click ‘OK’.
  • Select the email address or the name of colleagues or clients in the ‘Calendar Properties’ dialog box and click ‘OK’.
Note: Your clients and colleagues will receive a sharing invitation by email. They need to accept it to see your shared calendar in their calendar list.

Did you encounter a “This calendar can’t be shared” issue?

If you did, there could be three reasons –

  • The email address that you have entered belongs to someone else who isn’t part of your team or organization.
  • The email address is not active or invalid.
  • It is a Microsoft 365 Group.

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