Table of Contents
Benefits of a shared team calendar
Creating a shared team calendar
Managing a shared team calendar
Creating/editing a meeting/ appointment in a shared team calendar
Overlay your personal calendar and the team calendar
End of Table of Contents
Benefits of a shared team calendar
Team members, with access to the shared calendar, can view, add, edit, delete, and/or manage shared events or on-site appearances specific to your department. Continuity of the calendar is assured since it is not attached to any one team member.
Creating a shared team calendar
Please put a ticket in to the help desk by emailing support.request@seo-usa.org, including:
- the name you would like for the calendar
- who you would like added to it; specify who needs to be an owner (someone who can share the calendar to others and manage permissions) and who is a member (cannot grant permissions to others but can edit events).
Managing a shared team calendar
If you are an owner you can share the calendar with others and control the level of access:
In the Outlook Calendar, click the Home tab, click Share Calendar, choose the shared calendar by clicking it, specify the details of who you want added and at what permission level:
Creating/editing a meeting/ appointment in a shared team calendar
Instructions: create an event on an Outlook.com group calendar
If you have editing permissions you can add events by selecting the shared calendar and adding events as you normally would your personal calendar.
If you have overlayed the shared calendar to your personal calendar, make sure to click the shared calendar tab so that it is selected and all additions and edits will be applied there (instead of accidentally to your personal calendar).
Once the event is created you can edit it by opening the existing event to make the necessary changes.
Overlay your personal calendar and the team calendar
Overlay the calendars
- In Calendar, in the left-pane, select the check box of another calendar that you want to view.
- The calendar that you selected will open next to the calendar that is already displayed. Each successive calendar opens next to the one most recently opened.
- On the calendar tab, click View in Overlay Mode.
That calendar is now in overlay mode with the one you opened first — usually your default calendar.
To add another calendar to the overlay, repeat steps 2 & 3.
Remove a calendar from the overlay stack
In Calendar, on the tab of the calendar that you want to remove from the overlay stack, click View in Side-by-Side Mode.
The tab moves back to the right. The calendar that you selected no longer appears in overlay mode.
To remove a calendar from view, clear its check box in the Navigation Pane or click Close on the calendar tab.
FAQs
Can we invite employees from other departments to our shared team calendar and control how they interact with it?
Yes, you must be an owner and follow the instructions under Managing a shared team calendar above.
Can I auto-select the shared team calendar every time I re-open Outlook?
No, Outlook does not currently support an auto-select feature. Only your personal calendar will be auto-selected but no other calendars can be. You will have to manually select the shared team calendar.
Where can I find the shared calendar?
In Outlook > Calendar > bottom left pane, scroll down until you see All Group Calendars, the shared calendar will appear there.
Is there a read only option for members of shared calendars?
Yes, an owner for the shared calendar will have to follow the instructions under the Managing a shared team calendar heading above.