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Home Topics excel How to add calendar to Outlook: shared, Internet calendar, iCal file

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

Apr 03, 2025 am 09:06 AM

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."

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

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

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

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." How to add calendar to Outlook: shared, Internet calendar, iCal file
  2. Log in (if prompted). Review the calendar subscription details, optionally copying the link, then click "Save." How to add calendar to Outlook: shared, Internet calendar, iCal file

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

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

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.

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

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." How to add calendar to Outlook: shared, Internet calendar, iCal file
  2. Click "Name...", select the coworker, and click "OK." How to add calendar to Outlook: shared, Internet calendar, iCal file
  3. Confirm the name and click "OK." How to add calendar to Outlook: shared, Internet calendar, iCal file

The calendar will appear under "Shared Calendars."

Shared Calendar Display

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..." How to add calendar to Outlook: shared, Internet calendar, iCal file
  3. Paste the ICS link and click "Add." Choose "Yes" for default settings or "Advanced" for custom settings. How to add calendar to Outlook: shared, Internet calendar, iCal file How to add calendar to Outlook: shared, Internet calendar, iCal file

The calendar will appear under "Other Calendars."

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

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." How to add calendar to Outlook: shared, Internet calendar, iCal file
  3. Select "Import an iCalendar (.ics) or vCalendar file (.vcs)" and click "Next." How to add calendar to Outlook: shared, Internet calendar, iCal file
  4. Browse for the .ics file and click "OK." How to add calendar to Outlook: shared, Internet calendar, iCal file
  5. Choose "Open as New" (new calendar) or "Import" (into your primary calendar). How to add calendar to Outlook: shared, Internet calendar, iCal file

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

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