Keeping track of multiple team members' schedules or booking a conference room is easier with Microsoft 365 Calendar. Follow these steps to add someone else's calendar or a conference room calendar to your own view.
1. Open Microsoft 365 Calendar
- Log into your Microsoft 365 account.
- Navigate to Outlook and click on the Calendar icon at the bottom of the left-hand panel.
2. Add a Colleague’s Calendar
You can easily view other people’s schedules if you need to coordinate meetings or events.
- In the Calendar view, go to the toolbar at the top and select Add calendar.
- From the dropdown, select Add from directory.
- In the search box, type the name of the person whose calendar you want to add (e.g., a colleague or manager).
- Select the person from the list.
- Their calendar will now appear alongside yours in the calendar view.
Tip: You can color-code their calendar to differentiate it from your own.
3. Add a Conference Room Calendar
For booking meeting rooms, you can add a room calendar to check availability quickly.
- Again, go to the Add calendar option.
- Select Add from directory.
- Type the name of the conference room or location that your organization uses (e.g., "Conference Room 1").
- Click on the room in the directory list, and its calendar will be added to your view.
Tip: You can adjust the view to see availability in both your calendar and the room calendar simultaneously.
4. Viewing and Managing Multiple Calendars
- Once added, you can toggle between which calendars you want to display by selecting or deselecting them from the calendar list on the left panel.
- If too many calendars are open, it can get cluttered. To remove a calendar, right-click on the person’s or room’s name under My Calendars and select Remove from view.
5. Calendar Permissions
Depending on the permissions set by the calendar owner, you may see limited details (e.g., "Busy") or full details (e.g., meeting subjects and attendees). If you need to request more access:
- Right-click on the person’s calendar in your list and choose Permissions.
- From here, you can request higher access levels if needed.
6. Set Up Calendar Notifications
- If you'd like notifications for specific events on shared calendars, click on the event and select Reminder from the toolbar.
- Set the reminder time to ensure you’re alerted before meetings or room bookings.
Frequently Asked Questions (FAQ)
Q: Can I edit someone else's calendar?
- A: No, unless they have granted you permission to do so. You will only be able to view the calendar based on the access level provided.
Q: How do I remove someone’s calendar?
- A: To remove a calendar, right-click on the person’s name under My Calendars and select Remove from view.
Q: How can I check room availability for a specific time?
- A: When you open the conference room calendar, you can view available time slots directly. Use the Scheduling Assistant when creating an event to compare availability across your calendar and the room’s calendar.