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

Within Microsoft 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 Microsoft 365, please see Microsoft 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:

Outlook on the web

Access/Subscribe a calendar

  • 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 add/subscribe to the calendar.

    1. Go to your Calendar.
    2. Click Add Calendar on the left hand side.
    3. To add a calendar that belongs to someone in your organization (or a resource calendar), click "Add from directory" on the left hand side, and enter their name (or email address) in Enter a name or email address box. 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.
    4. 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.
    5. 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.

Remove a calendar

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

    1. Go to your Calendar.
    2. Within the Navigation Pane, right-click the calendar shared with you that you want to remove and select Remove from drop-down menu.

    Note: This does not remove your permissions to the calendar.

Outlook for Windows

Access/Subscribe a calendar

  • Important: The account that is sharing their calendar must be visible in the Global Address List (GAL) - learn more.

    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 Add 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.

Remove a calendar

  • 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.

Outlook for Mac

Access/Subscribe a calendar

  • Important: 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. Within Outlook, click Calendar.
      2. Within the ribbon, click Open Shared Calendar.
      3. Within "Open Calendar..." search box, type the name of the person/account you want to access.
      4. Select the account from the results and 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.
      5. 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.

    Remove a calendar

    • 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, 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.

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