How to add a shared calendar to Outlook on the Web and the Outlook Desktop app

Summary

This guide helps you troubleshoot and resolve: How to add a shared calendar to Outlook on the Web and the Outlook Desktop app. Follow the steps below to fix the issue.

Common Causes

Adding a shared calendar to your Outlook allows you to view a colleague's availability directly within your own calendar view. This makes it easier to schedule meetings and coordinate projects without having to send multiple emails to find a suitable time. This guide covers both Outlook on the Web and the Outlook Desktop application.

Quick Fix Steps

1. Open Outlook on the Web or the Outlook Desktop app.
2. Navigate to the Calendar section.
3. Select Add calendar or Open Calendar.
4. Choose From directory or From address book.
5. Search for your colleague's name and select Add or Open.

Detailed Instructions

Outlook on the Web

1. Sign in to Outlook on the Web using your 220 Internet Services email address.
2. Click the Calendar icon in the left-hand navigation pane.
3. In the left sidebar, locate My calendars. Click Add calendar.
4. From the menu that appears, select From directory.
5. Type the name or email address of the person whose calendar you wish to add into the search box.
6. Select the correct person from the search results and click Add.
7. The shared calendar will now appear under People's calendars in your sidebar.

You can toggle the visibility of a shared calendar by clicking the checkbox next to the calendar name in your sidebar.

Outlook Desktop App (Windows)

1. Open the Outlook Desktop application.
2. Click the Calendar icon at the bottom of the left navigation pane.
3. Go to the Home tab on the ribbon.
4. In the Manage Calendars group, click Open Calendar.
5. Select From Address Book... from the dropdown menu.
6. Type the name of your colleague in the search field and select their name from the list.
7. Click OK to add the calendar to your view.

Outlook Desktop App (macOS)

1. Open Outlook for Mac.
2. Click the Calendar tab at the bottom of the window.
3. Right-click (or Control-click) on My Calendars in the left sidebar.
4. Select Open Shared Calendar... from the context menu.
5. Enter the name or email address of the person and click Find.
6. Select the person from the results and click Open.

Troubleshooting

I cannot find the person in the directory

• Ensure you are spelling the person's name or email address correctly.
• Check that the person is part of the same Microsoft 365 organisation as you.
• Verify that the person has actually shared their calendar with you and granted you permission to view it.

The calendar is not appearing after I added it

• Check the sidebar to ensure the checkbox next to the shared calendar is ticked.
• Refresh your browser page if using Outlook on the Web.
• Restart the Outlook Desktop application.

I can see the calendar but cannot see appointment details

This usually means the calendar owner has only shared their Free/Busy information. To see full details, the calendar owner must change their sharing permissions to allow you to view titles and locations.

If you are attempting to add a calendar from an external organisation (e.g., a client using a different email provider), you may need the owner to send you a sharing invitation link via email rather than searching the internal directory.

If you have followed these steps and are still unable to add a shared calendar, please Open a Ticket with our support team.

Still Having Issues?