Outlook is the best email client available in the market today, and almost every organization prefers to use Outlook for Outlook collaboration and communication between colleagues and clients. Like many other facilities, Outlook offers a calendar feature that allows users to schedule meetings and manage tasks. However, only a few users know that they can create a shared calendar in Outlook; only a few know about it, but some of them also don’t know the process of creating a shared calendar in Outlook.
In this blog, we’ll discuss how creating a shared calendar in Outlook can benefit your organization. So, let’s not waste your time and dive into the benefits of shared Calendar in Outlook.
Why should users create a shared calendar in Outlook?
Creating a shared calendar in Outlook offers several benefits, especially for organizational users. Below are some benefits users can access by creating a shared calendar in Outlook.
- By sharing a calendar, users can see the other team members’ schedules and plan meetings or other activities accordingly. This helps avoid schedule conflicts and ensures smooth operations.
- Shared Calendar provides better communication within the organization. Users will already know other team members’ schedules and don’t have to be in the loop to schedule meetings.
- With a shared calendar, team members can easily manage their work and complete the task on time without hassle.
- Last but not least, a Shared Calendar will boost transparency within an organization, as everyone can see the specific tasks and who is responsible for each task.
Along with these benefits, organizational users or teams can avail themselves of many other benefits by creating a shared calendar in Outlook. Now, let’s move on to our main topic.
How to create a shared calendar in Outlook?
Creating a shared calendar in Outlook is a hectic task as there are a lot of complexities and technical steps that users need to follow. Below are the steps to create a new shared calendar:
- Start with login to your Outlook. Log in with the account you want admin access to in your shared calendar.
- Click on the Calendar to access the calendar panel.
- Add a blank calendar from the ribbon bar and click the Create a new calendar option.
- Give your new shared Calendar a name and choose a path to save it, then click OK. (Note: If your account is closed, your shared Calendar will be automatically deleted.
- You have successfully created a calendar that will appear under your calendars. Now click on the Share Folder option and choose your previously created Calendar.
- In the next dialog, click on the Add option, select the members you want to give permissions, check the box adjacent to the permission you want to give that user, and hit OK.
By pursuing these steps, you’ll successfully create a shared Outlook with the users you want to give access to.
If you want to create a shared calendar in Outlook 365, don’t worry; the same steps will apply, but the layout will be different.
Permissions you can give to other users of the shared Calendar:
You might be wondering what type of privacy or access options Outlook offers for shared calendars, so below are the options.
- Can view: When you provide this permission, the user can view only the calendar entries but can’t see your appointments.
- Can edit: This permission allows users to change appointments, meetings, and schedules, which is more like secretary permissions.
- Can view titles and locations: Users with this permission can view all the details, which users can see along with the subject, appointment, and location of their appointments.
- Can view all details: Users with this permission will see all the details of your schedules, including subject, location, attendees, and notes.
You get these permission options in a shared Calendar Outlook. Now you know how to create a shared calendar Outlook and the permissions you can provide to other users. But now, the question arises of how to keep your shared calendar data secure or how to import calendars from other applications. So, the answer is Shoviv.
Related blog: How to Manage & Merge Calendars in Outlook?
Shoviv Software to manage your Outlook calendar
Shoviv has been a renowned name in emailing for over a decade. We provide an intensified solution to manage emails from different email clients, including Outlook, Office 365, Exchange server, Lotus Notes, etc.
We currently have 50+ products that cover almost every email client: Gmail, Outlook, Office 365, you name it. For Outlook users, we have the Outlook suite, which provides over 20 tools at a reasonable price. Users can manage, import, export, migrate, and convert Outlook emails hassle-free. We provide a free version of the tool that allows users to evaluate the tool’s skills and compatibilities.
Conclusion:
Creating a shared outlook in Outlook offers several benefits, and users can increase productivity significantly. However, it is recommended that you configure the shared calendar only if you have a technical team with you; otherwise, you may end up losing your Outlook account. The second option to keep your data safe is to back up your Outlook data before initializing the process. Last but not least, Outlook suite is a must-have solution for Outlook users to manage Outlook emails.
FAQs:
A: Yes, Outlook allows you to create a shared calendar in a shared mailbox. The process is the same as mentioned above in the blog.
A: Simply Open Outlook, click on the Calendar, then create a new calendar, provide a name, and add users with the permissions you want to give them. Voila, you’ve created a shared calendar in your Outlook account.
A: To edit a shared calendar in Outlook, open the calendar event, make the changes you want, and edit the event as per your need.
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