Creating a Shared Calendar in Microsoft 365 and Backup Calendar – Windows

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How to Create a Shared Calendar in Outlook for Windows

Here’s how to create one:

1. Open the Microsoft Outlook application on your Windows computer.

Creating a Shared Calendar

2. On the bottom left side of the application, you’ll find the Calendar icon. Click on this to switch to the calendar view.

3. Select “Add Calendar” and then choose “New Calendar.”

Creating a Shared Calendar

4. Provide your calendar with a name, and you can also choose a specific folder if you wish.

5. Click “OK” to save.

6. Share the Calendar:

Creating a Shared Calendar

  • Right-click on the calendar you have just created under “My Calendars.”
  • Choose ‘Share’ and then “Share Calendar.”

7. In the new window, enter the email addresses of the individuals you want to share the calendar with.

Creating a Shared Calendar

8. Decide the level of access each recipient will have. You can allow them to view, edit, or manage the shared calendar.

9. Click “Send.” An email invitation will be sent to the recipients.

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How to Create a Shared Calendar in Outlook Web (in browser)

Below are the steps to create a shared calendar in Outlook Web:

1. Open your web browser and go to portal.office.com or the specific URL for your organisation’s Outlook web access.

Click on the Outlook Tab from the left-hand side bar.

2. Click the calendar icon in the lower-left corner.

3. Click “Add Calendar” at the top of the page and then “Create Blank Calendar.”

Creating a Shared Calendar

4. Name your calendar and provide any additional details if necessary.

Creating a Shared Calendar

5. Click “Save” to finalise your calendar creation.

6. Share Your Calendar:

Creating a Shared Calendar

  • Locate the newly created calendar on the left sidebar.
  • Right-click (or click on the three dots beside the calendar name) and choose “Sharing and permissions.”

7. Type in the email addresses of those you’d like to share your calendar with.

Creating a Shared Calendar

8. Click “Share” to send an invitation to the selected recipients.

 

How to Back Up a Shared Calendar in Outlook

Click FILE, Open & Export, and Import/Export.

Click Export to a file i Next.

Click Outlook Data File(.pst) i Next.

Make sure the calendar is selected and click Next.

Then, browse for a location to save the file, type a name for it, and click OK.

Then, click Finish.

All Done.

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