This video will show how to work with shared calendars in Outlook. Llook at how to access calendars in an Office 365 group and explore the options for creating new appointments in shared calendars.
- [Instructor] In this movie I want to explore another feature that Office 365 groups bring to Outlook on the web, and that is shared calendars. This particular feature does not work directly with the Outlook desktop application, but hang with me even if you do depend on the desktop application, because you may still get what you need. I'm starting on the main Office 365 website, and from here I want to click on the Calendar tile. That takes me to the Calendar interface of Outlook on the web. I'm in the week view, so I can just focus on this week.
Also, my sidebar on the left is fully expanded. If you do not see this sidebar, there's a button right here which you can use to collapse and expand the sidebar. I want the sidebar visible so that we can see my list of calendars over here on the left side. Under the category Your calendars you should at least see one calendar with the name Calendar. You may have others if you've set others up, but also if you scroll down a bit, you'll see a category called Groups. Here I can see a list of all of the Office 365 groups that I'm a member of, and here in the calendar, what I'll see when I select these are shared group calendars.
So, scrolling up a bit, I want you to see that my regular calendar is active. It's selected, and it's highlighted in blue, so all of the appointments I see here on the calendar, all of the appointments that are blue relate to this particular calendar, and if I scroll down to my groups, I see that the Graphic Designers group calendar is active. That one is highlighted in green, so all of the green appointments relate to that calendar. Now I can click on one of these calendars to turn it off. It's no longer selected, it's no longer highlighted with a color, and I no longer see the appointments for that calendar here.
But if I go back and turn it back on, I can see those appointments again. So to start with here, I want my regular calendar active, and my Graphic Designers group calendar active, and I can see all of the appointments contained in both of those. If the other members of this Graphic Designers group go into the Outlook web calendar, and look at that group calendar, they're going to see the same appointments that I see here in green. That's the core of what we're talking about here. A shared calendar that every member of the group can see. From here, it works like any other calendar in Outlook, but let's see something.
I want to make a new appointment in my Graphic Designers group, so I'm going to go to Thursday at 11:00 and I'm just going to click here to create a new appointment. So with a single click, I get a little floating window here where I can set the details of the appointment. So, I'm going to leave the time alone, Thursday at 11:00 is what I want. I'm going to give it a name. And I could fill in whatever information I need for this appointment, but the important thing is that I put it in the right calendar. So if I click on this little triangle right here, it opens up and it shows me a menu.
I want this to be in my Graphic Designers calendar, so I'm going to select that. Now I know this appointment will be in that shared calendar that everybody in the group can see. There's also an important option that appears when I choose the group calendar. That's this checkbox right here. This lets me decide if I want to send an invitation for this appointment to members of the group. So do I want it to just silently appear on the group calendar, or do I want the other members to receive a calendar invitation for this appointment? I'm going to leave this enabled so we can see something important in just a minute.
From here, I could just save the appointment, or if I want to fill in any other information for the appointment, I can hit More details. Let's take a look at that. From here I could set a reminder, I could put in a description for the appointment. I've got a bunch of other things that I could set here. But from this window I want to make sure that it's still in the right calendar, which I can adjust here in this menu. So I want to make sure it's still in the Graphic Designers calendar, and I'll want to make sure that that invitation option is still enabled here.
So from here I'm going to save this appointment just by hitting the Save button, and now the invitation will be sent. So that appointment appears here on my shared calendar of course. It's this green appointment, so everybody in the group will see it if they are actively looking at the group calendar. But after a pause here we saw something else happen. I see it also appears on my regular calendar, that's the blue-colored appointment. This thing that appeared on my regular calendar is actually the invitation for this appointment that I chose to send out to everybody in the group.
Everybody else in this group will see this invitation on their regular calendar the same as what we see here. If I click on this, I will see the same thing that everybody else in the group sees, which is a little information about the appointment, then a few buttons where I can choose to accept or decline this appointment. That's the checkmark button or the X button. This is great if you think that the people in your group don't actively look at the calendar. But if you don't think you'll have that problem and you just want to drop an appointment onto the group calendar silently, you can just make a regular appointment, I'll do that over here on Friday, make sure you switch it to the group calendar, and if you don't feel like you need the invitation, just turn off that checkbox.
For now I don't want to do this so I'm just going to click outside of that to reset. But I do want to show you another nice thing about including that invitation. For that I want to go to the desktop application. So I already have the Outlook desktop application running here, and I want to switch to the calendar view by hitting this button down here near the bottom left. Here in the desktop application, you do not see your group calendars. On the left side, I can see the calendars under this category labeled My Calendars, but I do not see the Office 365 groups.
That's only going to be accessible on the Office 365 website, but I do see calendar invitations, which appear here on my personal calendar. So here's the invitation I sent out to the group when I created that group appointment. I can click on that, and up here in this ribbon I see the options to accept or decline that meeting from here. So if somebody on your team is using the desktop version of Outlook, the calendar invites are going to be your way to get group appointments visible on their regular calendar. Group calendars in Outlook on the web are a great tool for keeping your team up to date on a shared set of calendar appointments.
Naturally, if you want to learn more about Outlook, check out Outlook on the web Essential Training.
- Office 365 accounts and tools
- Office 365 Groups and SharePoint
- Choosing the right tools for your collaboration needs
- Working with shared calendars in Outlook
- Making video and audio calls with Skype for Business
- Managing collaborative conversations with Teams
- Editing and co-authoring files stored on OneDrive or SharePoint
- Choosing a location to store files
- Sharing files from OneDrive or SharePoint
- Sharing files in Teams