Office 365 (Outlook on the web | Outlook for Windows/Mac) - Accessing Another User's Calendar

Within Office 365, you have the ability to interact with other calendars. Depending on the permission levels you have been granted, you will be able to act on these permissions (Free/busy, Read, Write, etc...). For a complete list of calendar permissions in Office 365, please see Office 365 - Mail and Calendar folder permission levels.

For step-by-step instructions on how to access another user's calendar, click on the email/calendar client you use, below:

•  Access a calendar via Outlook on the web

  • If you've received an email notifying you that you have been granted permissions to another calendar, you can select the link in the invitation to add the calendar to your calendar view. If you no longer have this email invitation, use the steps below to subscribe to the calendar.

    1. Select Outlook from the app launcher menu located at the top left of your Outlook on the web window as shown below.

       

    2. Select Calendar from the bottom list of available apps.
    3. Select Import Calendar on the left hand side.
    4. To add a calendar that belongs to someone in your organization (or a resource calendar), click "From directory" on the left hand side, enter their name (or email address) in From Directory. This box works just like the To box on a new email message. After you've entered the name, select Add to search for and add the calendar.
    5. To add a calendar that has been published on the internet, select "From web" on the left hand side, enter the URL in the Link to calendar box, and then select Import. The Internet calendar must be shared publicly and the URL should end with .ics.
    6. After you've added the calendar, you can left-click on that calendar and interact with the events per the permissions you have been granted.

  • Important: If you receive a URL from an Office 365 user and want to open up the URL via a web-browser, you must change 'HTTP' to 'HTTPS' for the URL to work properly.

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•  Remove a calendar via Outlook on the web

  Important: Performing this action only removes the calendar from your view, it does not delete any data.

  1. Select Outlook from the app launcher menu located at the top left of your Outlook on the web window as shown below.

     

  2. Select Calendar from the list of available apps.
  3. Within the Navigation Pane, right-click the calendar shared with you that you want to remove and and click Remove.

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•  Access a calendar via Outlook for Windows

  • When another individual shares their calendar with you, you will receive an email. You can view the message and click Open this Calendar in the top-left corner of the email message.

  • If you are having trouble viewing this email or opening the calendar from the email, you can follow the steps below to open the calendar manually.

    1. Within Outlook, click Calendar.
    2. Next, click the Home tab.
    3. In the Manage Calendars group, click Open Calendar.
    4. Select Open Shared Calendar... from within the drop-down menu.
    5. Type a name in the Name box, or click Name to select a name from the Global Address Book. This does not search against your personal contact list.

    Important: If you receive the error "The folder you selected is not available", use the following steps to open the calendar:

    1. Right-click on "My Calendars" within the calendar folder listing.
    2. Select Add Calendar | Open Shared Calendar...
    3. Type a name in the Name box, or click Name to select a name from the Global Address Book.

    Important: The account must be visible in the Global Address List (GAL) - learn more.

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•  Remove a calendar via Outlook for Windows

  Important: Performing this action only removes the calendar from your view, it does not delete any data.

  1. Within Outlook, click Calendar.
  2. Next, click the Home tab.
  3. From the navigation panel, locate the calendar you want to remove/delete and right-click it.
  4. From the sub-menu that appears, click Delete Calendar.

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•  Access a calendar via Outlook 2016 for Mac

  • Important:

    • - The account you are attempting to access/subscribe to must be visible in the Global Address List (GAL).
    • - To view events other than those you have created yourself, you must have a minimum of "Full details / Can view all details" permissions to the calendar you are accessing/subscribed to.
    1. With Outlook for Mac running, open the File menu, point to Open, and then click Other User's Folder.
    2. Click in the search bar and type the name of the person who granted you access. Then click the name so it is highlighted.
    3. Select the Folder Type drop down and choose which folder you wish to open. Calendar, Address Book, or Inbox. Then click Open. The Shared folder appears in the navigation pane under the Shared heading. You may need to select the calendar to which you just subscribed in order to view the events within this calendar.
    4. If you are prompted to allow this server to configure your settings, place a checkmark within the "Always use my response for this server" and click Allow.

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•  Remove a calendar via Outlook 2016 for Mac

  • Important: Performing this action only removes the calendar from your view, it does not delete any data or remove your permissions to the calendar.

    1. With Outlook for Mac running, go to Calendar.
    2. Within the navigation panel right-click on the calendar you want to remove/delete from your view.
    3. From the sub-menu that appears, click Remove From View.