How to View Others’ Calendar in Outlook 365

Outlook 365 is a powerful email and calendar management tool that offers a wide range of features to help users stay organized and productive. One of the key features of Outlook 365 is the ability to view and access the calendars of other users within your organization. This can be particularly useful for team collaboration, scheduling meetings, and managing shared resources. In this article, we will explore the various methods and steps involved in viewing others’ calendars in Outlook 365.

Method 1: Sharing Calendars

The first method to view others’ calendars in Outlook 365 is by sharing calendars. This method allows users to grant access to their calendars to specific individuals or groups within the organization. Here are the steps to share a calendar:

1. Open Outlook 365 and navigate to the Calendar view.
2. Right-click on the calendar you want to share and select “Sharing Permissions” from the context menu.
3. In the “Calendar Properties” window, click on the “Permissions” tab.
4. Click on the “Add” button to add the individuals or groups you want to share the calendar with.
5. Set the desired permission level for each user or group. The available permission levels include:

6. Once you have added the users and set the permission levels, click on the “OK” button to save the changes.
7. The users you have shared the calendar with will receive an email notification with a link to access the shared calendar.

By following these steps, you can easily share your calendar with others and grant them the necessary permissions to view and manage your events.

Method 2: Viewing Shared Calendars

Once a calendar has been shared with you, you can easily view it in Outlook 365. Here are the steps to view a shared calendar:

1. Open Outlook 365 and navigate to the Calendar view.
2. Click on the “Open Calendar” button in the ribbon at the top of the screen.
3. Select “From Address Book” from the drop-down menu.
4. In the “Select Attendees” window, search for the name of the person who shared the calendar with you.
5. Select the person from the search results and click on the “OK” button.
6. The shared calendar will now appear in your Calendar view, allowing you to view and manage the events.

By following these steps, you can easily view calendars that have been shared with you by other users within your organization.

Method 3: Requesting Access to Calendars

In some cases, you may need to request access to view someone’s calendar in Outlook 365. This method is useful when you want to view the calendar of a colleague or team member who has not shared their calendar with you. Here are the steps to request access to a calendar:

1. Open Outlook 365 and navigate to the Calendar view.
2. Click on the “Open Calendar” button in the ribbon at the top of the screen.
3. Select “From Address Book” from the drop-down menu.
4. In the “Select Attendees” window, search for the name of the person whose calendar you want to view.
5. Select the person from the search results and click on the “OK” button.
6. In the “Open Shared Calendar” window, click on the “Request Permission” button.
7. Compose a message requesting access to the person’s calendar and click on the “Send” button.
8. The person will receive your request and can choose to grant or deny access to their calendar.
9. If the person grants you access, their calendar will appear in your Calendar view.

By following these steps, you can request access to view someone’s calendar in Outlook 365, even if they have not explicitly shared it with you.

Method 4: Using the Outlook Web App

In addition to the desktop version of Outlook 365, you can also view others’ calendars using the Outlook Web App. The Outlook Web App provides a web-based interface that allows you to access your email, calendar, and other Outlook features from any device with an internet connection. Here are the steps to view others’ calendars using the Outlook Web App:

1. Open a web browser and navigate to the Outlook Web App login page.
2. Enter your email address and password to log in to your Outlook 365 account.
3. Click on the “Calendar” icon in the navigation pane on the left side of the screen.
4. In the Calendar view, click on the “Add Calendar” button in the toolbar at the top of the screen.
5. Select “From Directory” from the drop-down menu.
6. In the “Add Calendar” window, search for the name of the person whose calendar you want to view.
7. Select the person from the search results and click on the “Add” button.
8. The shared calendar will now appear in your Calendar view, allowing you to view and manage the events.

By following these steps, you can easily view others’ calendars using the Outlook Web App, providing you with flexibility and accessibility to manage your schedule from any device.

FAQs

Q: Can I view others’ calendars in Outlook 365 on my mobile device?

A: Yes, you can view others’ calendars in Outlook 365 on your mobile device by using the Outlook mobile app. The app is available for both iOS and Android devices and provides a mobile-friendly interface for accessing your email, calendar, and other Outlook features. Simply download the app from the App Store or Google Play Store, log in to your Outlook 365 account, and follow the steps mentioned earlier to view others’ calendars.

Q: Can I edit events on others’ calendars in Outlook 365?

A: The ability to edit events on others’ calendars in Outlook 365 depends on the permission level granted by the calendar owner. If the owner has given you the “Owner” or “Editor” permission level, you can add, edit, and delete events on their calendar. However, if you have been granted the “Reviewer” or “Availability Only” permission level, you can only view the events without the ability to make any changes.

Q: How many calendars can I view in Outlook 365?

A: In Outlook 365, you can view multiple calendars simultaneously. This allows you to keep track of your own calendar as well as the calendars shared with you by others. You can easily switch between calendars by selecting the desired calendar from the list in the Calendar view.

Q: Can I share my calendar with external users outside of my organization?

A: Yes, you can share your calendar with external users outside of your organization in Outlook 365. However, this feature may be subject to certain restrictions and security policies set by your organization’s IT department. It is recommended to consult with your IT department or system administrator to understand the specific guidelines and procedures for sharing calendars with external users.

Summary

Viewing others’ calendars in Outlook 365 is a valuable feature that enables efficient collaboration, scheduling, and resource management within organizations. By following the methods outlined in this article, users can easily share their calendars with others, view shared calendars, request access to calendars, and utilize the Outlook Web App for enhanced accessibility. Whether using the desktop version or the Outlook mobile app, Outlook 365 provides a seamless and user-friendly experience for managing calendars and staying organized.