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

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.

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.”

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:

• 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.

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.

 -  - 

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

Below are 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 organization’s Outlook web access.

Click on 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.”

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

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

6. Share Your 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.

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

How to Backup a Shared Calendar in Outlook

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

Click Export to a file and Next.

Click Outlook Data File(.pst) and 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.

Click to see Video Instructions

All Done.