Office 365 is a fantastic tool for businesses looking to streamline their communication and workflow. One feature that can really improve productivity is the ability to share and open calendars. Whether you want to check when a colleague is free or book a team meeting, shared calendars make it easier to stay organised and avoid scheduling clashes.
In this guide, we’ll walk you through how to share your calendar with others and how to open a shared calendar in Office 365.
How to Share Your Calendar in Office 365
Sharing your calendar with colleagues means they can see your availability, making scheduling quick and easy. Here’s how you can do it:
- Open Outlook
Start by opening Outlook on your desktop or via the web. - Go to the Calendar
Once in Outlook, switch to the ‘Calendar’ view by clicking the calendar icon at the bottom of the screen. - Select Your Calendar
On the left-hand side, under ‘My Calendars,’ you’ll see your calendar. Right-click on it, and select ‘Sharing Permissions.’ - Add a Colleague
Click the ‘Add’ button and type in the name or email address of the person you want to share your calendar with. Outlook will search your organisation’s directory for a match. - Set Permissions
Once you’ve added someone, you can choose what level of access they have. The options range from ‘Can view when I’m busy’ to ‘Can edit,’ depending on how much control you want them to have. - Send the Invitation
Click ‘OK’ or ‘Send’ to share your calendar with your selected colleague(s).
Now, the person you’ve shared your calendar with can see your availability, helping them to plan meetings or catch-ups with you more easily.
How to Open a Shared Calendar in Office 365
If a colleague has shared their calendar with you, it’s simple to add it to your Outlook. Here’s how:
- Open Outlook
As with sharing, you’ll need to open Outlook on your desktop or via the web. - Go to the Calendar
Click on the calendar icon at the bottom of the screen to switch to the calendar view. - Open Shared Calendar
In the toolbar at the top of the screen, click ‘Add Calendar’ and select ‘From Address Book’ from the dropdown menu. - Search for a Colleague
Type in the name of the person whose calendar you’d like to open. Outlook will search for them in your organisation’s directory. - Add the Calendar
Once you’ve found the right person, click ‘OK.’ The shared calendar will now appear under ‘Shared Calendars’ on the left-hand side.
Why Use Shared Calendars?
Shared calendars are a great way to keep your team on the same page. Whether you’re planning a project, coordinating a meeting, or tracking someone’s availability, this feature saves time and avoids confusion.
Some key benefits include:
- Better Scheduling: You can see when team members are free, making it easier to plan meetings without a long email chain.
- Improved Transparency: Everyone can stay in the loop about key dates and deadlines.
- Enhanced Collaboration: With shared access, your team can coordinate more effectively, ensuring no one misses a beat.
A Few Tips for Managing Shared Calendars
- Don’t Overshare: While it’s handy to share calendars, be mindful of what information you’re sharing. You can adjust permissions to keep certain details private.
- Use Colour Coding: If you have several calendars open, use colour coding to keep track of who’s who.
- Sync with Your Mobile: Office 365 allows you to access shared calendars on your mobile devices, so you’re always up to date, even when you’re on the go.
Ready to Improve Your Scheduling?
Mastering shared calendars in Office 365 is a simple way to improve productivity across your business. If you’d like more help with setting up or managing Office 365 for your team, Always Networks is here to help. We specialise in IT management and can ensure your tools are working at their best.
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