Outlook: Accessing a Shared Calendar in Outlook Desktop App

Summary 

This article details how to access another user's calendar in Outlook Desktop App for both Windows and Mac.

 

How-To

Task: To open another calendar on a Windows computer

Note: Even if the other person has created an additional calendar, you can open only the person's default Calendar

Instructions

Step 1 - Open the Calendar section of Outlook by selecting the calendar icon.

A red box circles the calendar icon

 

Step 2 - Select the "Home" tab on the top, and select "Add Calendar". If you don't see "Add Calendar", at the right end of the ribbon, select "the three dots"  and select "Add".

A red box circles the Home tab and the Add option

 

Step 3 - Select "From Address Book."

Step 4 - Enter a name or email address from your organization's directory and select the "arrow right"to search.

Note: If you want to narrow down your search, open the drop-down menu for the address book. You are able to select a specific campus or department and search through only their users.

Step 5 - Select the name or email address and click "OK".

A image to tell where to enter the name and search the name

 

Outcome

You can now access another user's calendar for Windows Outlook Desktop App.

Back to top

 

Task: To open another calendar on a Mac computer

Note: Even if the other person has created an additional calendar, you can open only the person's default Calendar

Instructions

Step 1 - Open the Calendar section of Outlook by selecting the calendar icon.

a red box circle the calendar icon

 

Step 2 - Select the "Show Side Menu" to open a side menu if you don't see one.

a red box circles the side menu icon

 

Step 3 - Select "Add Calendar" and select "Add Shared Calendar".

A red box circles Add calendar option

 

Step 4 - Enter a name or email address from your organization's directory.

A red circles place to enter people's name

 

Step 5 - Select the name or email address and click "Open".

 

Outcome

You can now access another user's calendar for the Mac Outlook Desktop App.

Back to top

 

Further Readings 

Outlook: Accessing a Shared Calendar in Outlook on the Web

Microsoft Support - Open another person's Exchange Calendar 

 

Need additional help?

For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:

Learn more about the great tools our Microsoft 365 Learning sites offer!

Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request.  For password issues you must call or visit the Help Desk in person.  

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