Accessing a Shared Calendar

Question

How do I add a shared calendar to Outlook?

Step by step (Windows)

  1. Open the Outlook program and navigate to the Calendar tab
  2. In the top, click Add Calendar
    1. Address Book: To add a user or shared user's calendar
      1. Enter the email address of the calendar you would like to access, then click OK
    2. Room List: This feature is not used
    3. Internet: To add an internet calendar (Sharepoint, Google, iCloud, Etc.)
      1. Input the calendar link and select OK
    4. Shared Calendar: To add a shared calendar. This is the new standard for shared/group calendars
      1. Click Name to open the directory and search for the shared calendar. Then click OK
  3. Once added it should show up on your list of calendars. You may need to check the box for it to display. 

Step by Step (Mac)

  1. Open the Outlook program and navigate to the Calendar Tab
  2. In the top heading, click Open Shared Calendar
  3. In the box, search for the user, address, or name of the calendar you wish to add
  4. Once added, the calendar will show up in your list of calendars. You may need to check the circle for it to display. 

Step by Step (Web)

  1. Access your mailbox by signing in at https://go.westernu.edu and clicking the Outlook icon. Some staff members will still need to access their email at https://mail.westernu.edu.
     
  2. Once in Outlook, navigate to the Calendar tab
  3. On the left, click Import Calendar
  4. Select what type of calendar to add:
    1. From File: If you have a downloaded .ical file to import
      1. Navigate to the file and click Import
    2. From Web: To add an internet calendar (Sharepoint, Google, iCloud, Etc.)
      1. Input the link to calendar and click Import
    3. From Directory: To add a user or shared calendar using a WesternU email address or name
      1. Search by name or email and click Add
  5. Once added, the calendar will show in your list on the left, you may need to check the circle for it to display.

Special Note: Google Calendars

When attempting to add a Google Calendar, you will need a specific .ics link. This link is not readily available, but can be found by following the steps below:

If you already have the link to the calendar, please skip to step 5

  1. Access your Google Calendar page at https://google.calendar.com 
  2. Hover over the calendar you wish to add, and click the 3 dots on the right.
  3. Select Settings and Sharing
  4. Scroll down to Integrate Calendar and find the Public URL to the calendar. (E.G. https://calendar.google.com/calendar/embed?src=en-gb.christian%23holiday%40group.v.calendar.google.com&ctz=Europe%2FParis)
    1. If you see the address in iCal format, copy the link and skip to step 8
  5. Take the part after SRC= including calendar.google.com (E.G. en-gb.christian%23holiday%40group.v.calendar.google.com)
  6. Put that portion into the **** part of the below link:
    1. https://calendar.google.com/calendar/ical/***8/public/basic.ics
  7. The final link should now look like this: https://calendar.google.com/calendar/ical/en-gb.christian%23holiday%40group.v.calendar.google.com/public/basic.ics
  8. Use this .ics link in any of the above steps for Internet Calendars 

Requesting Access

If you require access to a user's calendar, please direct them to link below for instructions on adding users to their calendar

Adding Users to your Calendar

If you require access to a shared calendar, please use the link below to fill out a Calendar Access Request

Calendar Request

 

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Details

Article ID: 97052
Created
Thu 1/30/20 3:49 PM
Modified
Thu 9/2/21 10:05 AM