How To View Someone’s Calendar In Outlook

Organizing events and scheduling co-workers is 100 percent more efficient when you can quickly see what other people’s schedules are. There are no back-and-forth, unresponsive emails, or questions to be asked.

If you need to arrange a meeting during work hours the fastest way to organize everyone being in the same room (or being in the same Zoom) is to check a co-worker’s calendar. Do they have free time and are they available at the same time as you? What about at the same time as three other people who should all be at the same meeting?

If your organization uses Outlook and your co-workers share their calendars with each other then the process of organizing a meeting for everyone at an available time can be very simple. In this article we will explain the steps required to see other people’s calendars in Outlook and how to check someone’s calendar in Outlook. Once you have access to a coworker’s calendar then it is very easy to organize a meeting at a time that works for everyone.

Timewatch has developed add-ons, extensions, and integrations for Outlook, Office 365, Exchange, and Teams for more than 15 years, so we know these products inside out.  Our timesheet systems seamlessly work with (and within) Outlook and Teams. Our resource scheduling system has a two-way sync with Office 365 and Outlook, and we provide systems that enhance Outlook appointment security and even allow reporting on Outlook data.

How to see other people’s calendars in Outlook

Microsoft Outlook is a highly professional email client available as part of the MS Office package. It is incredibly popular software used by organizations around the world and more often than not the default professional services software that many organization’s use. If you share your Outlook calendar with co-workers it makes it easy to arrange meetings or other events. How To View Someone’s Calendar In Outlook? First of all, select Calendar in Outlook:

  • When your calendar opens up choose “Add Calendar” in the Manage Calendar bar
  • Choose “From address book” in the drop down box
  • You will then see a list of names of co-workers who have elected to share their calendar with you. Alternatively, you can search for a name in the search bar
  • Click on the names of the people whose calendar you want to view and press ‘OK’
  • Boom! You will now be able to view your calendar and the calendar’s of the people you just clicked on
  • Easy!
  • To check availability at a specific time select the “Day” view and you will be able to see what times are available during specific days where everyone has open time
  • No emails, phone calls, texts or back and forth required!

But, wait. How can I check someone’s calendar in Outlook if it’s not my calendar?

Access to a co-worker’s calendar will require them to give you permission to view their calendar. A co-worker will need to grant you permission to view their schedule for you to schedule meetings. Some people allow all-access calendars so people can see what they are doing during work hours while others will require an email notification requesting access to their schedule.

Another optional step in this process is if you receive a mail message that says you have been given delegate access to share a Calendar. Then you can send and accept meeting requests on behalf of the person who has granted you delegate access. To do this, check your permissions folder.

If you want to see someone’s calendar and you don’t have access to it then Outlook will trigger a pop-up asking if you want to send a message requesting access to their calendar. If you click ‘Yes’, Outlook will open a request email message automatically prompting the recipient to share their calendar with you. You can also reciprocate by sharing your calendar with the other person. The person you have shared your calendar with will receive a sharing invitation by email. Once the recipient accepts the invite, they will see your shared calendar in their calendar list. If your co-worker accepts the invitation then your efficiency and productivity will receive a major boost.

You can share the level of access you want to give to people which will allow you to retain a level of comfort in what is available in your calendar to be seen by others.

Outlook calendars are a great source for efficiency data and can be used as a way to add time to timesheets. Adding a meeting to shared calendars can instantly populate timesheets.

Now that you know how to view someone’s calendar in Outlook you can now jump into Outlook and schedule multiple meetings for the week with co-workers.

You can share the level of access you want to give to people which will allow you to retain a level of comfort in what is available in your calendar to be seen by others.

Outlook calendars are a great source for efficiency data and can be used as a way to add time to timesheets. Adding a meeting to shared calendars can instantly populate timesheets.

Now that you know how to view someone’s calendar in Outlook you can now jump into Outlook and schedule multiple meetings for the week with co-workers.

Shared Outlook Calendar

Four Outlook calendars over 1 day displayed side by side. The yellow highlights show when all four people are available.

Are there limitations in sharing calendars in Outlook?

Outlook is an excellent collaborative business email and calendar system. Although you can share calendars with others, Outlook’s shared calendar functionality is limited:

  • Shared calendars are limited to a handful of calendars over a limited number of days. Although you can view up to 5 calendars over 1 week or 1 month, these views are cumbersome and most people revert to showing 1 day or at most 5 days.
  • Shared calendars are limited to 5 calendars
  • A “scheduling view” is available for more than 5 people, but is limited to 2 days
  • The types of appointments is very limited
  • There is no reporting
  • Color coding is by user, and can clash with shared view coloring
  • Shared calendars can work for small teams, but not for larger teams or businesses

In a forthcoming article (now released and available here), we delve more into the limitations in Outlook shared calendars and show how you can work around them and how with add on software you can overcome them entirely and create a scalable employee scheduling calendar planning solution for any size of organization. If you can’t wait for the next article and would like to speak to us about how to overcome Outlook limitations ahead of time, contact us using the form below:

Want to Learn More?

If you have any questions about how to view someone’s calendar in Outlook, it’s limitations and how to overcome them, contact us via phone, chat or the form shown to arrange a call with a product specialist.

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