How to add calendar to Outlook: shared, Internet calendar, iCal file

This article explains how to access and utilize shared calendars within the Outlook desktop application, including importing iCalendar files.

Previously, we covered sharing your Outlook calendar. Now, let's explore how to view calendars shared with you. There are several methods for accessing shared calendars in the Outlook desktop application:

• Adding internally shared calendars
• Accessing externally shared calendars
• Viewing a coworker's calendar without an invitation
• Adding an internet calendar to Outlook
• Importing an iCal file

Note: This guide focuses on the desktop Outlook application. For Outlook on the web (OWA) or Outlook.com, please refer to How to open a shared calendar in Outlook Online.

Adding Internally Shared Calendars:

For calendars shared within your organization, acceptance is simple. Open the sharing invitation and click "Accept."

The calendar will appear under "Shared Calendars" in your Outlook.

Accessing Externally Shared Calendars:

Accepting external calendar invitations differs slightly. For Office 365 or Outlook.com accounts:

1. In the invitation, click "Accept and view calendar."
2. Log in (if prompted). Review the calendar subscription details, optionally copying the link, then click "Save."

The calendar will appear under "Other calendars" (Outlook.com) or "People's calendars" (OWA), and "Shared calendars" in the desktop app.

Note: For issues viewing calendars shared with non-Microsoft accounts, use the ICS link (right-click the URL, select "Copy link address") to open in another application.

Tip: For sending calendar invitations, see How to share your Outlook calendar.

Viewing a Coworker's Calendar Without an Invitation:

For internal users, access is often granted by default (administrator-configurable).

1. In your Calendar, go to the "Home" tab > "Manage Calendars" > "Add Calendar" > "Open Shared Calendar."
2. Click "Name...", select the coworker, and click "OK."
3. Confirm the name and click "OK."

The calendar will appear under "Shared Calendars."

Notes: Internal users see calendars with the permissions set by the owner; external users require an invitation or ICS link.

Adding an Internet Calendar:

Subscribe to publicly shared ICS calendars:

1. Open your Outlook calendar.
2. "Home" tab > "Manage Calendars" > "Add Calendar" > "From Internet..."
3. Paste the ICS link and click "Add." Choose "Yes" for default settings or "Advanced" for custom settings.

The calendar will appear under "Other Calendars."

Tip: For publishing your calendar, see Publish calendar in Outlook on the web and Outlook.com.

Importing an iCalendar File:

Import events from other calendars (a snapshot, no syncing):

1. Open your Calendar.
2. Click "File" > "Open & Export" > "Import/Export."
3. Select "Import an iCalendar (.ics) or vCalendar file (.vcs)" and click "Next."
4. Browse for the .ics file and click "OK."
5. Choose "Open as New" (new calendar) or "Import" (into your primary calendar).

The new calendar or imported events will appear in Outlook. This concludes the guide on accessing shared calendars in Outlook.

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