Using Shared Calendar in Microsoft Outlook

When to use:

Record important events, deadlines or vacations for your team to see in one place.

Record events that are related to your whole team (instead of individuals which should be placed in their own calendar and shared as appropriate).

Using the shared Outlook Calendar:

If you or your team have a shared email address you also have a shared calendar now. 

Click on the Calendar feature in Outlook.

Under “My Calendars”, check the box that shows your shared email’s calendar. It should look something like “Calendar – SharedEmailAddress@uww...”.

You can change the calendar’s view settings up at the top. 

Double-click on a day or time to add an event as you normally would on your own calendar. A window should pop up for you to enter the description, time, etc. 

Optionally, set a reminder so everyone with the shared Email will be notified before the event starts.

Important: once a reminder is dismissed by someone on your team it will disappear for others with that shared calendar. Due to this, this type of calendar is best used for an overall picture of your teams events and deadlines, instead of for instance meetings. Those are best created in your own calendar and inviting others to that meeting so everyone has individual reminders.

Once you enter everything you need, click on “Save & Close” to finalize. 

That’s it! Everyone who is logged into that shared email should be able to see and make changes to that calendar.