Shared and public calendars let your team view common schedules such as meeting rooms, company events, vacation tracking, or a coworker's availability. This article explains how to add them in Outlook.

Add a Calendar Shared with You

When someone shares their calendar with you, you will receive an email with an Accept button. Click it to add the calendar to your Outlook. It will appear under Other calendars or People's calendars in the left panel.

If you did not receive the email or it has expired:

1. In Outlook on the web, go to Calendar, click Add calendar, then select Add from directory.
2. Search for the person's name and click Add.
3. In the Outlook desktop app, go to Calendar, click Open Calendar in the ribbon, then select From Address Book and search for the person.

Add a Room or Resource Calendar

Meeting rooms and shared resources (such as projectors or vehicles) have their own calendars in Microsoft 365.

1. Follow the same steps above using Add from directory or From Address Book.
2. Search for the room or resource name.
3. The calendar will show the room's booking schedule so you can check availability before scheduling a meeting.

Add a Public or Company Calendar

Some organisations maintain company-wide calendars (holidays, payroll dates, company events). These are typically shared via a Microsoft 365 group or a SharePoint calendar. If your organisation has one, CMO IT Services or your manager can provide the link or group name. Once added, it will appear alongside your personal calendar.

Removing a Shared Calendar

Right-click the calendar name in the left panel and select Remove. This only removes it from your view. It does not affect the original calendar or other people's access.

Can't find a calendar? Submit a ticket and a CMO IT Services technician will assist you.