How To View Other People’S Calendar In Outlook

Productivity Software

Being a frequent user of Microsoft Outlook, I often have the need to view the calendars of others in order to stay organized and schedule appointments efficiently. Fortunately, Outlook offers a convenient feature that enables users to easily view and access the calendars of their coworkers, acquaintances, or loved ones. In this piece, I will walk you through the steps of viewing other individuals’ calendars on Outlook, while also sharing some of my own helpful pointers.

Step 1: Open Outlook and Access the Calendar

To begin, launch Microsoft Outlook on your computer and navigate to the Calendar tab. You can do this by clicking on the “Calendar” icon located at the bottom of the Outlook window. Alternatively, you can use the keyboard shortcut by pressing “Ctrl + 2”.

Step 2: Add the Person’s Calendar

Next, you’ll need to add the person’s calendar that you want to view. To do this, go to the “Home” tab at the top of the Outlook window and click on the “Open Calendar” dropdown menu. From the options that appear, select “Open Shared Calendar”.

A new window will appear, prompting you to enter the name or email address of the person whose calendar you want to view. Once you’ve entered the correct information, click “OK.”

Step 3: View and Customize the Calendar

After adding the person’s calendar, you will now be able to view it alongside your own calendar. The person’s calendar will be listed under the “Shared Calendars” section on the left-hand side of the Outlook window.

To customize how the person’s calendar is displayed, right-click on their calendar name and select “Overlay” or “Side-by-Side” view. Overlay view allows you to see both calendars merged together, while side-by-side view shows the two calendars separately but side by side for easy comparison.

Step 4: Interact with the Shared Calendar

Now that you have access to the person’s calendar, you can interact with it just like you would with your own. You can view their appointments, create new events, edit existing ones, or even delete them if necessary. Keep in mind that any changes you make to the shared calendar will be visible to the owner and other users who have access to it.

If you want to go back to viewing only your own calendar, simply uncheck the box next to the person’s calendar name in the “Shared Calendars” section.

Tips and Personal Recommendations

While viewing other people’s calendars can be incredibly helpful, it’s important to approach it with respect and consideration for privacy. Always make sure to obtain permission from the person before adding their calendar to your Outlook. Additionally, be mindful of the information you have access to and avoid sharing it with unauthorized individuals.

Another helpful tip is to color-code the different calendars you have access to. This can make it easier to differentiate between your own events and those of others, particularly if you have multiple shared calendars added to your Outlook.

Lastly, don’t forget to regularly update your own calendar and keep it organized. This will ensure that others who have access to your calendar can rely on the information you provide and make scheduling decisions accordingly.


Viewing other people’s calendars in Outlook can be a valuable tool for collaboration and staying organized. By following the simple steps outlined in this article, you can easily add and access the calendars of your colleagues, friends, or family members. Remember to always respect privacy and obtain permission before viewing someone’s calendar. Happy scheduling!