Office 365 (Outlook on the web | Outlook 2016 | Outlook 2013) - 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:


To access another user's calendar via Outlook on the web, expand the section below:

  •  Access a calendar via Outlook on the web
    • If you've received an invitation to share someone else's calendar, you can select the link in the invitation to add their calendar to your calendar view.

    • You can also go your Calendar to add other people's calendars to your view, by following the steps below:

      1. Open the app launcher tool in the top left of your Outlook on the web window as shown below.

        app_launcher_icon

      2. Select Calendar from the list of available apps.
      3. Within the Navigation Pane, right-click Other calendars. Or, touch and hold if you're using a touchscreen device.
      4. Select Open calendar.
      5. To add a calendar that belongs to someone in your organization (or a resource calendar), enter their name in From Directory. This box works just like the To box on a new email message. After you've entered the name, select Open to search for and add the calendar.>
      6. To add a calendar that has been published on the internet, such as a ShareURL, enter the URL in the Internet calendar box, and then select Open. The Internet calendar must be shared publicly and the URL should end with .ics.
      7. 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 via Outlook on the web

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

      1. Open the app launcher tool in the top left of your Outlook on the web window as shown below.

        app_launcher_icon

      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.


To access another user's calendar via Outlook 2016/2013 for Windows, expand the section below:

  •  Access a calendar via Outlook 2016/2013 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.



  •  Remove a calendar via Outlook 2016/2013 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.


To access another user's calendar via Outlook 2016 for Mac, expand the section below:

  •  Access a calendar via Outlook 2016 for Mac
    • Important:

      • To open another user's calendar, you must have a minimum of "Folder visible" permissions.
      • The account must be visible in the Global Address List (GAL) - learn more.
      • To view events other than those you have created yourself, you must have a minimum of "Full details" permissions.

      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.


  •  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.

      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.

See Also:




Keywords:microsoft office o365 web client outlook web app help calendaring overview sharing shares access rights permissions owa resources open shared owner none contributor reviewer non-editing author publishing editor editor publishing author author custom availability only limited details full details editor delegate subscribe adding opening viewing   Doc ID:62886
Owner:Ara M.Group:Office 365
Created:2016-04-21 16:39 CDTUpdated:2017-09-14 10:45 CDT
Sites:DoIT Help Desk, DoIT Tech Store, Office 365, UW Platteville
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