Public Calendars
PC Instructions
First, with the Outlook desktop app opened click the ellipsis icon (the three dots) beside the Tasks button and then click on Folders (hotkey: Ctrl+6).
In the folders pane look for the category that begins with “Public Folders – “. You may have to scroll down a bit to locate it. Once you’ve found it expand it by double clicking on it’s name, then expand All Public Folders by double-clicking it as well.
There should be a shared folder visible now, it’s name is should include something to indicate it is a shared folder. Open this shared folder and inside should be the shared calendar you’re looking for. Right-click on the calendar and click Add to Favorites… if you’re prompted to set a name for the calendar you can name it whatever helps you identify it best.
Once you’ve added the calendar to your favorites, navigate to the Calendar pane by clicking the calendar icon or using the hotkey (Ctrl+2). The shared calendar should now appear under “Other Calendars” in the list for you to access, make sure to check the box beside it’s name and make sure you’re able to view it properly.
That’s everything, once you’ve added the calendar to your favorites you should be able to view the calendar on both the Outlook desktop app and through Outlook on the web.
Mac Instructions
Open up the Outlook app on your Mac and with it open click Tools > Public Folders… from the menu bar along the top.
In the public folders window, navigate through and locate your organization’s public shared folder and click on it. Within it should be the shared calendar you’re looking for. Click on the calendar then click the Subscribe button in the top left of the window. Once you’ve done that you can close the Folder Browser window.
Now if you navigate to the calendar view inside Outlook you should see a new category called Subscribed Public Folders, within that should be the shared calendar you subscribed to, click to enable the checkbox beside it’s name and you should start seeing the events from that calendar in Outlook.
That’s everything, if you ever need to remove the calendar or add another one just follow this same process to do so.
Outlook on the web
Log into Outlook on the web first if you haven’t already. Once logged in, look to the menu on the left that has Folders just below the search box. If you see an item for More then click on it to get a more detailed view.
Now that you’re looking at the complete list (you should see all of your mail folders, inbox, sent items, drafts etc), right-click on Favorites then click Add public folder to Favorites.
In the new pane that opened up, open All Public Folders, then the shared folder within that location (it’s name could vary, but should be named something that indicates it is a shared folder). Within the shared folder you should see the shared calendar listed; click on it then click the Add to Favorites button at the top of the pane. if you’re prompted to name the calendar, name it whatever makes it easiest for you to identify it.
Now you can switch to the calendar view (click the Calendar button in the bottom left of the window, to the right of Mail). The calendar you added should appear under Other Calendars now. Click on it to make sure you’re able to view it without issues.
Private Calendars
Note: These are your personal calendars, or calendars that you've made that are not by default made available to others.
- Select Calendar > Share Calendar.
- Choose a calendar to share.
- Select Add, decide who to share your calendar with, and select Add.
- Select OK and you'll see the added people with a default permission level.
- Choose a name, select the access level to give, and select OK.
Open a shared calendar
- Open an email with a shared calendar and select Accept.
- Select Calendar > Shared Calendars to view a shared calendar.
- Choose a calendar to open.
- Select View in Overlay Mode to layer the shared calendar over your own.