How to View Someone Else’s Calendar in Outlook [Guide 2023]

How to View Someone Else's Calendar in Outlook 22
Key Takeaways: How to View Someone Else's Calendar in Outlook

To View Someone Else’s Calendar in Outlook

Outlook App:

  1. Click “New Email” > Go to the “Insert” tab.
  2. Click on the Calendar icon.
  3. A “Send a Calendar via Email” pop-up will appear.
  4. Set permissions, choose a date range, and select the type of information you want to share.
  5. Click “OK” to allow Outlook to add your calendar to the email.
  6. Add recipients.
  7. Click “Send” to share your calendar.

Outlook Web:

  1. Go to Microsoft 365 and select Outlook.
  2. Click on the Calendar icon.
  3. Click the “Share” button.
  4. A “Sharing and Permissions” pop-up will appear.
  5. Add recipients.
  6. Choose the access type for recipients (viewing or editing permissions).
  7. Close the pop-up to complete the sharing process.

Hi. Today we are learning how to view someone else’s calendar in Outlook. Outlook is a popular email client that provides users with a powerful toolset for managing their daily tasks, including scheduling appointments and meetings. One of the most useful features of Outlook is the ability to share calendars with other users. This feature can be extremely helpful in collaborative work environments, where team members need to coordinate their schedules and stay up to date with each other’s availability. However, not everyone knows how to view someone else’s calendar in Outlook, which can be a significant hindrance to effective communication and collaboration.

In this article, we will guide you through the steps and methods on how to view someone else’s calendar in Outlook to help you better manage your time and stay organized.

Importance of Viewing Someone Else’s Calendar in Outlook

Learning how to view someone else’s calendar in Outlook can provide numerous advantages, especially for individuals working in a team or managing multiple schedules. By accessing someone else’s calendar, you can quickly identify available time slots, schedule meetings or appointments, and avoid conflicts or overlaps. This feature also enables you to keep track of important events or deadlines, set reminders, and stay on top of your work.

Additionally, being able to view other people’s calendars in Outlook can enhance communication and collaboration, making it easier to work together and achieve common goals. Overall, if anyone is not accessible to their Outlook, they can share their calendar with you and you can see all the meetings aligned, all the appointments, events, etc., and let them know, this also can be in reversed order, when you are not able to access your Outlook for any reasons. So, these are some handy reasons behind learning how to view someone else’s calendar in Outlook.

How to View Someone Else’s Calendar in Outlook

This article is mainly breakdown into two segments, first, we need to know how to share our calendar with someone else by their email, and the second segment is all about accessing someone else’s calendar in Outlook, of course, if they have shared with you. So, I will take you through both of these, and by the end, you will be able to share and access your colleague’s calendars and you will also be able to share your calendar with them. So, let’s get started. How to View Someone Else’s Calendar in Outlook – Sharing Calendar in Outlook App

In this first section, I will show you how to view someone else’s calendar in Outlook, but before that, we need to learn how to share our calendar with anyone using their email id. Let’s see how it’s done.

Step 1

Open the Microsoft Outlook App, and click on the New Emil button at the left top corner

How to View Someone Else's Calendar in Outlook 1

Step 2

In your new email window, you have an Insert Tab, click on it

How to View Someone Else's Calendar in Outlook 2

Step 3

Now you can see some small icons on the left side, find the Calendar icon and click on it

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Step 4

A new “Send a Calendar via Email” pop-up will appear.

How to View Someone Else's Calendar in Outlook 4

Step 5

Set the permissions, date, and type of information you want to share with the recipients.

How to View Someone Else's Calendar in Outlook 5

Step 6

Click on the Ok button

How to View Someone Else's Calendar in Outlook 6

Step 7

Click Yes to allow Outlook to export the calendar folder into this message

How to View Someone Else's Calendar in Outlook 7

Step 8

Your Calendar is added to this message, now you can add the recipients

How to View Someone Else's Calendar in Outlook 8

Step 9

Click on Send button and your calendar will be shared with the receipts, with the specified details and permissions you choose.

How to View Someone Else's Calendar in Outlook 9

This is how to share your calendar with someone else’s.

View Someone Else’s Calendar in Outlook – Sharing Calendar in Outlook Web

Now, let’s see the same thing in Microsoft 365 Outlook App, it is easier than the App method. You need to go to Microsoft 365 with your Microsoft account and then open Outlook to follow the below steps.

Step 1

Go to Microsoft 365, and select the Outlook App.

How to View Someone Else's Calendar in Outlook 10

Step 2

Click on the Calendar icon in the left-hand sidebar

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Step 3

Now you will see your calendar here, and a Share button on the right side in the top toolbar

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Step 4

Click on share and a new “Sharing and permissions” pop-up will appear.

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Step 5

Add recipients by their email to share your calendar

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Step 6

Select one option for all the recipients to set their access type, you can allow them to see partial or full details of your calendar, and you can also allow editing.

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Step 7

Once you added all recipients and their roles, now you can close this window

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Ok, we have seen how to share a calendar, and now we are going to learn how to receive and view someone else’s calendar in Outlook.

View Someone Else’s Calendar in Outlook – View Shared Calendar

In this section, we will learn how to view someone else’s calendar in Outlook from the view shared calendar, first let’s see this in the Outlook App.

Step 1

You will receive an email message when someone shares a calendar with you, go to the message in your Inbox

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Step 2

Now you have a button or link associated with this email that will redirect you to the sharer’s calendar.

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Step 3

Here you can view or edit their calendar based on the permission they granted.

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We have another method to do this.

Step 1

Go to Calendar from the main Outlook window

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Step 2

Scroll down and click on Shared calendar

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Step 3

Here you can see all the shared calendars

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Notes / Tips

  • To view someone else’s calendar in Outlook, they must share it with you first.
  • To share your calendar with someone else, select the calendar and click on “Share Calendar” in the “Share” section of the ribbon.
  • When sharing a calendar, you can choose the level of access you want to grant the recipient, such as viewing only or editing permissions.
  • When viewing someone else’s shared calendar, you can toggle the visibility of their events on or off by selecting or deselecting their name in the calendar list.

Frequently Asked Questions

How to request someone to share their calendar with me in Outlook?

To request someone to share their calendar with you, you can send them an email and ask them to follow the steps for sharing their calendar in Outlook, there is no way to request directly for a calendar.

Can I share only a specific part of my calendar in Outlook?

Yes, it’s possible to share or view a specific part of the calendar in Outlook. When sharing your calendar in Outlook, you can choose to share only a specific period or events.

Can I view someone else’s calendar on my mobile device using the Outlook app?

Yes of course, you can view shared calendars on the Outlook app on your mobile device, and any device as simple as your laptop, it’s all about your account on the device which can be Computer, Laptop, or mobile device.

Can I Use the Same Method to View Someone Else’s Calendar in Outlook 365?

When using Outlook 365, protecting your email privacy is crucial. To view someone else’s calendar, you cannot use the same method as it poses potential privacy risks. Ensure privacy by discussing with the concerned person and requesting them to share their calendar directly.

How to remove someone’s access to my shared calendar in Outlook?

To remove someone’s access to your shared calendar, right-click on their name in the calendar list, select “Permissions,” and then click “Remove.” This will remove the person from the shared calendar.

Can I allow someone to edit my calendar events in Outlook?

Yes, when sharing your calendar, you can grant the recipient editing permissions for your events. But this can be critical so it’s important to only grant editing permissions to trusted individuals.

Conclusion

Wrapping up how to view someone else’s calendar in Outlook. I tried to show you the complete method of calendar sharing, now you know how to share calendars in Outlook and how to see the shared calendar in your Outlook app or web versions. Thank you so much for reading that’s all from today’s guide. I will see you soon. Keep learning with Office Demy.

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M. Shaiq Ansari

Hi, I am Shaiq, I am a highly skilled technical writer working full-time for Office Demy. I am specialized in Google Workspace and Microsoft Office applications. With a background in Software Engineering, I possess a deep understanding of the intricate functionalities and features of these productivity tools. Connect me on Linkedin https://www.linkedin.com/in/shaiq-ansari/

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