See and share multiple calendars

You can organize a cluttered schedule by creating separate calendars for each of the different areas that demand your attention. You can also view shared calendars, or share your calendar with someone else, for easier collaboration.

Do any of the following:

ShowTrack two or more separate schedules in your own calendar

Keep your work and personal events separate by using two separate calendars in Outlook. Each calendar operates independently, but you can show the events from both calendars simultaneously.

 Important   If you create a new calendar under your Exchange calendar, the new calendar will also sync with the Exchange server. However, if you create a meeting on the new Exchange calendar, responses to this meeting aren't tallied.

  1. At the bottom of the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.), click Calendar Calendar view button.
  2. In the navigation pane, select the calendar under which the new calendar will be saved.

If you have multiple calendars, expand the My Calendars group, and then select a calendar. If you don't see the calendar that you want, collapse the categories list.

Calendar navigation pane, My Calendars

  1. On the Organize tab, click New Calendar.

Calendar Organize tab, New Calendar

  1. In the navigation pane, type a name for the new calendar.

 Tip   

  • Drag events between calendars to move them from one schedule to another.
  • New events that you create are saved in the calendar that is currently selected in the navigation pane.
  • To see or hide a calendar, simply select or clear the check box next to the calendar name.
  • To delete a calendar that you create, click the calendar in the navigation pane, and then on the Edit menu, click Delete.

ShowShare your calendar with someone else

  1. In the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.), click Calendar.
  2. On the Organize tab, click Permissions.

Organize tab, Permissions, Properties

  1. Click Add User, type the name of the user, and then click Find.
  2. In the search results, click the user's name, and then click OK.
  3. In the Name list, click the user's name, and then on the Permission Level pop-up menu, click the access level that you want.

To customize the user's permission levels, select or clear the check boxes. You can also change the options for Edit Items and Delete Items.

 Note   When you delegate or share an address book, calendar, or mail folder, delegates or users who share those folders could view your private contacts, events, or e-mail messages by using other software applications. To help protect your privacy, put private items in a separate, non-shared address book, calendar, or mail folder.

ShowView a calendar that someone has shared with you

 Important   To open another person's calendar, both you and the other person must have Microsoft Exchange account (Microsoft Exchange account: An account managed by Microsoft Exchange Server. Microsoft Exchange accounts are used by organizations with many users. They make it possible to synchronize e-mail, calendars, and contacts between multiple computers.) and the account owner must grant you permission.

  1. Click Calendar on the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.).
  2. On the Organize tab, click Open Calendar.
  3. Click Find User Find User button.
  4. Type the name of the person who granted you access, click Find, click the person's name, and then click OK.

If you have multiple Microsoft Exchange accounts, on the Account pop-up menu, click the account that you want to use to open the other user's calendar.

  1. On the Type pop-up menu, select Calendar, and then click OK.

The shared folder appears in the navigation pane under the Shared heading.

 Notes 

  • If you have a shared calendar selected in the navigation pane, new items that you create are saved in that shared calendar.
  • To remove another user's shared calendar from your navigation pane, hold down CONTROL , click the folder, and then click Remove from View.

See also

About sharing and delegation

Look up someone's schedule

Create a meeting or appointment

 
 
Applies to:
Outlook for Mac 2011