The fastest way to add someone else's calendar to your Outlook
To add a shared calendar in Outlook, you need the calendar owner's email address and their permission to view it. The steps differ slightly depending on whether you use Outlook on the web, Outlook desktop, or Outlook on your phone — but the core process is the same: you find the "Add Calendar" option, paste their email, and wait for them to approve the share.
The person whose calendar you want to see must first share it with you. They do this from their own Outlook by right-clicking their calendar name and choosing "Sharing Permissions" or "Share" (the exact wording varies by version). Once they add your email address there, you can then add their calendar to your view.
Key Takeaways
- The calendar owner must share their calendar with you first by adding your email to their sharing settings — you cannot add a calendar without their permission.
- In Outlook on the web, click the plus sign next to "Other Calendars" and paste the owner's email address to send them a share request.
- In Outlook desktop, use File > Open & Export > Open Other's Calendar or right-click "Other Calendars" and select "Add Calendar" to enter their email.
- Once you add the calendar, it appears as a separate entry in your calendar list and you can toggle it on and off without removing it.
- Shared calendars sync across all your Outlook devices once you add them, so you see the same shared calendars on your phone, desktop, and web version.
Adding a shared calendar in Outlook on the web
Open Outlook in your web browser and go to your calendar view. On the left side, you will see "My Calendars" at the top and "Other Calendars" below it. Click the plus sign (+) next to "Other Calendars".
A small menu will appear with the option "Subscribe to a calendar" or "Add calendar". Click that option. A text box will open where you type or paste the email address of the person whose calendar you want to see. Type their full email address exactly as it appears in your organization's directory, then press Enter or click the button to send the request.
Outlook will send a message to that person asking permission to share their calendar. They will see a notification in their Outlook and can approve or deny the request. Once they approve, their calendar name will appear under "Other Calendars" on your left sidebar, and you will see their events in your calendar view.
Adding a shared calendar in Outlook desktop (Windows and Mac)
Open Outlook on your computer. At the top of the window, click the "File" menu. Look for an option called "Open & Export" or "Open" — the exact name depends on your Outlook version. Click it, then select "Open Other's Calendar".
A dialog box will open asking for the email address of the person whose calendar you want to see. Type their full email address and click "OK". Outlook will send a share request to that person. Once they approve, their calendar will appear in your calendar list on the left side under "Other Calendars".
If "Open Other's Calendar" does not appear in your File menu, try right-clicking directly on "Other Calendars" in your left sidebar. A menu will pop up with an "Add Calendar" option. Click it and enter the person's email address the same way.
What happens after you send the share request
When you add someone's calendar, Outlook sends them a notification that you have requested access. They do not have to do anything if they do not want to share — the request straightforward sits in their notifications. If they approve, their calendar becomes visible to you when ready.
If the person has already shared their calendar with you before you tried to add it, the calendar may appear in your list right away without needing approval. This happens when they have already set their sharing permissions to allow you access.
If you do not see the calendar appear after a few minutes, ask the person to check their Outlook notification settings. Some organizations have security settings that block calendar shares by default, or the person may need to manually approve the request in their sharing settings rather than through a notification.
Managing shared calendars once you have added them
Once a shared calendar appears in your "Other Calendars" list, you can click the checkbox next to its name to show or hide it in your calendar view. Hiding a calendar does not remove it — it just keeps it from displaying. You can turn it back on anytime by clicking the checkbox again.
To remove a shared calendar entirely, right-click its name in your calendar list and select "Remove" or "Delete". This removes it from your view but does not affect the original calendar or the person who owns it.
Shared calendars appear in the same color as the owner's calendar appears in their own Outlook. If you want to change the color for your own view, right-click the calendar name and look for a "Color" or "Change Color" option. This changes only how it looks on your screen.
Adding shared calendars on Outlook mobile
On Outlook for iPhone or Android, open the app and go to your calendar. Tap the menu icon (three horizontal lines) at the bottom or top of the screen. Look for "Add Calendar" or a plus sign next to "Other Calendars". Tap it and enter the email address of the person whose calendar you want to see.
The same approval process applies — Outlook will send a request to the calendar owner, and once they approve, the calendar will appear in your mobile calendar view. Shared calendars you have already added on your desktop or web version will automatically appear on your phone once you sign in.
Troubleshooting shared calendar problems
If you cannot find the "Add Calendar" option, check that you are signed into Outlook with the correct account. Some organizations use multiple email accounts, and shared calendars only appear under the account that received the share request.
If you sent a request but the calendar never appears, the owner may not have seen the notification. Ask them to check their Outlook settings under "Sharing" or "Permissions" to see if your request is listed there. They may need to manually approve it instead of waiting for a notification.
If you see the calendar name but no events appear, the owner may have shared the calendar but set it to "View only free/busy time" instead of "View all details". This shows you when they are busy but not what they are doing. Ask them to change the permission level if you need to see event details.
Frequently Asked Questions
Can I add a calendar from someone outside my organization?
Yes, but it depends on your organization's security settings. If your company allows external calendar sharing, you can add anyone's Outlook calendar by their email address. Some organizations block this for security reasons. If you cannot add an external calendar, contact your IT department to ask if it is allowed.
What if someone shares their calendar but I still cannot see it?
Make sure you are using the exact email address they shared it with. If they shared it with your work email but you are trying to add it from a personal Outlook account, it will not work. Ask them which email address they added to their sharing settings, then use that same address when you add their calendar.
Do shared calendars update in real time?
Yes. When the calendar owner adds, changes, or deletes an event, you will see the update within a few minutes on all your Outlook devices. The exact timing depends on your internet connection and how often Outlook syncs, but it is usually very fast.
Can I edit events on a shared calendar?
Only if the owner gave you edit permission when they shared the calendar. By default, most shared calendars are view-only, meaning you can see events but cannot change them. If you need to edit events, ask the owner to change your permission level from "View" to "Edit" in their sharing settings.
What if I accidentally remove a shared calendar?
You can add it back anytime by following the same steps — just enter the owner's email address again. Removing it from your view does not affect their calendar or delete any events. The owner will not be notified that you removed it.