Open Another Person's Calendar in Outlook

Open Another Person's Calendar in Outlook

Open Another Person's Calendar in Outlook

Overview

When a coworker shares their calendar with you, this guide shows you how to open it inside Outlook so you can view their schedule alongside your own. If they have not shared it yet, you can also send a request from inside Outlook.

Before You Begin

  • Outlook on the web or Outlook for Windows, signed in with your work account.
  • The coworker's email address.
  • The coworker has shared their calendar — or you are ready to send them a sharing request.

Steps

Outlook on the Web

  1. Open Outlook in your browser at outlook.office.com.
  2. Click the Calendar icon in the left sidebar.
  3. Click Add calendar at the top of the calendar list.
  4. Pick Add from directory.
  5. Make sure your own name is in the From directory field.
  6. Type the coworker's name or email address in Add from directory.
  7. Pick a calendar group, such as People's calendars, then click Add.
  8. The calendar appears in your sidebar. Click the checkbox next to their name to toggle it on or off.

Outlook for Windows

  1. Open Outlook and click the Calendar icon at the bottom.
  2. On the Home tab, click Add Calendar → From Address Book.
  3. Type the coworker's name and double-click them in the list.
  4. Click OK. Their calendar appears side-by-side with yours.

Request Permission if They Have Not Shared Yet

  1. Follow the steps above. If you do not have permission, Outlook offers to send a sharing request.
  2. Click Send a Request, add a short message, and send.
  3. When they accept, their calendar appears in your list.

Troubleshooting

  • If you get an "access denied" error: the coworker has not granted you permission, or they granted it to a different email address. Ask them to re-share with the email you use to sign in.
  • If you see free/busy only, not full details: that is the default sharing level. Ask the coworker to grant Can view all details if you need more.
  • If the calendar will not load: sign out of Outlook and back in. Permissions can take up to an hour to propagate.
  • If you need access to many calendars: consider a Microsoft 365 Group calendar instead. Group members see the shared calendar automatically.

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