Why shared calendars matter

In a work environment where working from home has become normal, being able to see each other's calendars is essential. You want to know when colleagues are available for a meeting, when they are off, or when it's a good time to call. In this article you'll learn how to view and use shared calendars in the most common applications.

Shared calendars in Microsoft Outlook

Microsoft Outlook is one of the most widely used email clients in business environments. Sharing and viewing calendars is a core feature.

Opening a colleague's calendar

To view a colleague's calendar in Outlook:

  1. Go to the Calendar view by clicking the calendar icon in the bottom left
  2. In the ribbon, click Open Calendar and then Open Calendar from Address Book
  3. Find your colleague's name and double-click it
  4. The calendar appears next to or below yours, depending on your settings

Viewing availability

By default, Outlook only shows whether someone is available, busy or away. You only see the exact details of appointments if the colleague has explicitly shared them. Colored blocks show when someone is busy:

  • Blue: Busy
  • Purple with stripes: Tentative
  • White: Free
  • Red: Away

Using the Scheduling Assistant

When planning a meeting, you can use the Scheduling Assistant. Add all participants and you automatically see an overview of everyone's availability. Red blocks show busy times, white blocks free times. This helps you find a suitable time quickly.

Shared calendars in Google Calendar

Google Calendar is popular with organizations that use Google Workspace. Its system for shared calendars works a little differently from Outlook.

Adding a colleague's calendar

To view a colleague's calendar:

  1. Open Google Calendar in your browser
  2. On the left, click the plus sign next to Other calendars
  3. Choose Subscribe to calendar
  4. Enter your colleague's email address
  5. If you have access, the calendar appears in your list

Showing and hiding calendars

In the left column you see all calendars you are subscribed to. Click a name to show or hide that calendar. Each calendar has its own color, so you can easily see whose appointment is whose.

Requesting access

If you don't have access to a colleague's calendar, you can request it. Google then sends a request to the colleague to share his or her calendar with you. Until then, you can see their availability when scheduling an appointment.

Shared calendars in Microsoft Teams

Microsoft Teams integrates closely with Outlook, but also offers its own options for viewing availability.

Availability in Teams

Next to each colleague's name in Teams you see a status dot. Green means available, yellow means away, red means busy or in a meeting. This is automatically synchronized with the Outlook calendar.

Scheduling a meeting through Teams

When scheduling a meeting in Teams:

  1. Click Calendar in the left bar
  2. Click New meeting
  3. Add participants
  4. Click Scheduling Assistant to see everyone's availability

Channel calendar

Teams also has channel calendars for team appointments. When you schedule a meeting in a channel, it is visible to all team members. This is handy for recurring team meetings.

Using availability status effectively

Viewing calendars goes hand in hand with interpreting availability statuses.

Setting your status manually

Sometimes you want to change your status manually. For example, when you want to work with focus without being disturbed. In Outlook, Teams and Google you can set your status to Do not disturb or Busy, even if your calendar is empty.

Respecting status

Respect your colleagues' status. If someone is Busy or on Do not disturb, send an email instead of calling, unless it's urgent. This promotes a pleasant work atmosphere and mutual respect.

Automatic status

Most applications adjust your status automatically based on your calendar. When you are in a meeting, your status is automatically set to Busy. Make sure your calendar is up to date for accurate status information.

Setting up shared team calendars

Besides individual calendars, there are also shared team or department calendars.

Creating a shared calendar

In Outlook you can create a shared calendar through File, New, Calendar. Give the calendar a name and then share it with the right colleagues. Everyone with access can then add appointments.

Using shared calendars

Shared calendars are handy for:

  • The team's vacation planning
  • Project deadlines and milestones
  • Availability of meeting rooms
  • Important company events

Privacy and permissions

With shared calendars, it's important to think about privacy.

What do you share?

You can choose how much detail you share:

  • Availability only: Others only see whether you are free or busy
  • Limited details: The subject is visible, but not the details
  • Full details: All information about the appointment is visible

Private appointments

For personal appointments such as doctor's visits, you can use the Private option. These appointments show as Busy in shared views, but without further details.

Tips for effective calendar management

To get the most out of shared calendars, here are a few practical tips.

Keep your calendar up to date

A shared calendar only works if everyone keeps it up to date. Add appointments as soon as they are made. Delete or move appointments that have changed. Your colleagues rely on this information.

Block focus time

Deliberately schedule focus blocks in your calendar for concentrated work. Call them Focus time or No meetings. That way colleagues know you'd rather not be disturbed and they schedule their meetings at other times.

Use reminders

Set reminders for important appointments. Most calendar applications send notifications to your computer or phone. This helps you not miss any meetings, especially when working from home where there are no colleagues to give you a quick shout.

Conclusion

Being able to view shared calendars is a fundamental skill for working from home effectively. Whether you use Outlook, Google Calendar or Teams, the basics are similar: add colleagues, view their availability and respect each other's time. By keeping your own calendar well maintained and making smart use of shared features, you improve collaboration with your team, even when you are not physically in the same location.

Frequently asked questions

How can I view a colleague's calendar in Outlook?

Go to the Calendar view in Outlook, click Open Calendar in the ribbon and choose Open Calendar from Address Book. Find your colleague's name and double-click it. The calendar appears next to yours. By default you see whether someone is available or busy.

Can I see what appointments my colleague has?

That depends on the permissions your colleague has set. By default you only see whether someone is available, busy or away, without details. If your colleague has shared full details, you can also see the titles and descriptions of appointments.

How do I request access to a colleague's calendar in Google Calendar?

In Google Calendar, click the plus sign next to Other calendars and choose Subscribe to calendar. Enter your colleague's email address. If you don't have access yet, Google automatically sends a request to your colleague. Until then, you can still see their availability when scheduling appointments.

How do I schedule a meeting when everyone is available?

Use the Scheduling Assistant in Outlook or the scheduling view in Google Calendar. Add all participants and you automatically see an overview of everyone's availability. White blocks are free times. Choose a time where no red or blue blocks overlap.

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