How to Create and Manage Shared Calendars in Microsoft 365

Why Use Shared Calendars?

Shared calendars help your team:

• See when colleagues are available for meetings
• Coordinate team schedules and rosters
• Book shared resources like meeting rooms
• Track project deadlines and milestones together

Sharing Your Personal Calendar

In Outlook on the Web

• Go to outlook.office.com and sign in
• Click the Calendar icon at the bottom left
• Right-click on My calendars and select your calendar
• Click Sharing and permissions
• Enter the person's name or email address
• Choose a permission level:

- Can view when I'm busy: Shows only free/busy times - Can view titles and locations: Shows meeting names and locations - Can view all details: Shows full meeting details - Can edit: Allows them to add and change events

• Click Share

In Outlook Desktop

• Open Outlook and go to Calendar
• Right-click your calendar in the left panel
• Select Sharing Permissions
• Click Add
• Search for and select the person
• Choose their permission level
• Click OK

Creating a Shared Team Calendar

Using Microsoft 365 Groups

• Go to outlook.office.com
• In the left sidebar, find Groups
• Click New Group (or use an existing group)
• Name the group (e.g., "Marketing Team")
• Add team members
• The group automatically includes a shared calendar

Accessing the Group Calendar

• In Outlook Calendar, look under Other calendars or Group calendars
• Click the group name to show its calendar
• Group members can add events visible to the whole team

Adding Events to a Shared Calendar

Adding a Team Event

• Open the shared calendar
• Click on the date and time for the event
• Enter the event details (title, location, description)
• The event will be visible to everyone with access to the calendar

Colour-Coding Events

Organise events by category:

• Create an event on the shared calendar
• Right-click the event
• Select Categorise and choose a colour
• Use consistent colours for different event types (e.g., blue for meetings, green for deadlines)

Viewing Other People's Calendars

In Outlook on the Web

• Open Calendar
• Click Add calendar in the left sidebar
• Select Add from directory
• Search for the person by name or email
• Click Add
• Their calendar will appear alongside yours

In Outlook Desktop

• Open Calendar
• Click Open Shared Calendar in the ribbon
• Enter the person's name
• Their calendar will appear in the overlay view

Side-by-Side View

To compare multiple calendars:

• Tick multiple calendars in the left panel
• Each calendar displays in a different colour
• Click the arrow on a calendar tab to overlay it on yours

Managing Calendar Permissions

Changing Permissions

• Right-click your calendar
• Select Sharing and permissions
• Find the person whose access you want to change
• Adjust their permission level or remove their access
• Click Save

Permission Levels Explained

• Can view when I'm busy: Minimum access, shows free/busy only
• Can view titles and locations: Good for team coordination
• Can view all details: Full transparency, they see everything
• Can edit: Full access to add, modify, and delete events
• Delegate: Can act on your behalf, including responding to meeting requests

Booking Meeting Rooms

If your organisation uses room calendars:

• Create a new meeting in Outlook
• Click Add room or Room Finder
• Browse available rooms
• Select a room and time
• The room is booked when you send the meeting invitation

Tips for Shared Calendars

Keep Calendars Updated

• Mark time off, appointments, and focus time
• Update events if plans change
• Use "Tentative" for unconfirmed events

Use Descriptive Titles

• Include enough detail for others to understand the event
• Add locations for in-person meetings
• Include video call links for remote meetings

Set Working Hours

• Go to Settings > Calendar > Work hours
• Set your standard working hours
• This helps colleagues see your availability accurately

Need Help?

Contact our helpdesk at helpdesk@netlumait.com.au or call 1300 521 162.