View and update a SharePoint calendar

There are several ways to view and update a calendar on a SharePoint site by using Microsoft Office Outlook 2007.

You can update your SharePoint calendar by using Outlook if your calendar is on a site that is running Windows SharePoint Services 3.0 or Microsoft Office SharePoint Server 2007. If you have Microsoft Windows SharePoint Services 2.0, you can view your SharePoint calendar in Outlook and view it side-by-side with your Outlook calendars, but you can't update it by using Office Outlook 2007. If you are not sure which version of the SharePoint product or technology is running on the server, ask the server administrator.

In this article


Overview

You can view and update a SharePoint calendar, just as you do your Outlook calendar.

You can view a calendar from a SharePoint site side-by-side with an Outlook calendar, view an overlay of the calendars as if they were one single calendar, and even copy events among the calendars.

When you connect a SharePoint calendar to Outlook 2007, it appears under Other Calendars with your calendar folders. You can connect multiple calendars at the same time, such as a team vacation calendar and a project schedule. Depending on your needs, you can choose which calendars you want to work with: a single calendar from a SharePoint site, multiple SharePoint calendars (if you have them), or Outlook calendars.

Calendar from SharePoint site appearing in Outlook

If your team stores its project schedules, conferences, or vacations on a SharePoint calendar, you can view the team calendar simultaneously with your personal calendar and check for conflicts. Additionally, you can copy items back and forth, without leaving Outlook.

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Connect a SharePoint calendar to Outlook

  1. In a Web browser, open the calendar on the SharePoint site.

If you cannot locate your calendar, click View All Site Content, and then click the name of your calendar.

  1. On the Actions menu Actions menu, click Connect to Outlook.

Connecting calendar from SharePoint site to Outlook

  1. When you are prompted to confirm that you want to connect the SharePoint calendar to Outlook, click Yes.

In Outlook, in Calendar, the SharePoint calendar is added under Other Calendars. If the check boxes are selected for the SharePoint calendar and your default Outlook calendar, both calendars appear together in Side-By-Side Calendar view.

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Overlay a SharePoint calendar with another calendar

You can overlay a SharePoint calendar with Outlook calendars or with other SharePoint calendars, so that you can see all your events at one time. For example, you can see if any vacations on the SharePoint team vacations calendar conflict with a meeting you want to schedule in your Outlook calendar.

To overlay a SharePoint calendar with another calendar, first you need to connect the calendar to Outlook. For more information, see Connect a SharePoint calendar to Outlook in this article.

By default, the SharePoint calendar opens in Calendar view under Other Calendars in the Navigation Pane. It appears as an additional calendar next to your default calendar in Side-By-Side Calendar view, but you can clear the check boxes for any other calendars that you do not want to view.

  1. In Calendar, in the Navigation Pane, select or clear the check box of another calendar until the calendars that you want to overlay are displayed.

Each calendar that you select opens to the right of the calendar that is already displayed.

  1. On the Calendar tab Tab of calendar from SharePoint site, click the arrowButton image.

The arrow changes color when you point to it or click it. When you click the arrow, the tab moves to the left. The calendars are now in overlay mode.

Tabs of two calendars in overlay mode

  1. To add another calendar to the overlay, repeat the previous steps.

 Note   At least one calendar must always be displayed.

 Tip   To remove a calendar from the overlay, click the arrow on the tab in the overlaid calendars. The arrow points away from the calendars that are overlaid.

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Add an event to a SharePoint calendar by using Outlook

You can add appointments and all-day events to your SharePoint calendar, similar to the way that you add them to your Outlook calendars. Find links to general information about appointments and all-day events in the See Also section.

 Note   Meeting requests do not work in a SharePoint calendar. For example, attendees do not automatically receive updates when an event in a SharePoint calendar changes.

To add an event to a SharePoint calendar by using Outlook 2007, first you need to connect the calendar to Outlook. For more information, see Connect a SharePoint calendar to Outlook in this article.

By default, the SharePoint calendar opens in Calendar view under Other Calendars in the Navigation Pane. It appears as an additional calendar next to your default calendar in Side-By-Side Calendar view, but you can clear the check boxes for any other calendars that you do not want to view.

  1. If your calendar is not displayed, click Calendar in the Navigation Pane.
  2. Under Other Calendars, verify that the check box for your SharePoint calendar is selected.
  3. If you are displaying your SharePoint calendar side-by-side with your Outlook calendar, click in a cell in the SharePoint calendar if it is not already the active calendar.

The title of the active calendar appears darker than the titles of the other calendars.

  1. On the Actions menu, click the type of event that you want to add, such as New Appointment or New All Day Event.

You can also create recurring events, although some of the custom recurrence patterns are not available in SharePoint calendars.

  1. Enter the information about the event, as you normally do for Outlook.
  2. Click Save and Close.

 Tip   You can drag items between your SharePoint calendar and your Outlook personal calendar, or you can copy and paste them.

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Remove a SharePoint calendar from Outlook

  1. In Calendar, in the Navigation Pane, under Other Calendars, select the calendar that you want to remove.
  2. Right-click the calendar, and then click Delete calendar folder name on the shortcut menu.
  3. When you are prompted to confirm the deletion, click Yes.

 Note   This procedure removes the calendar only from Outlook, not from the SharePoint site.

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Add an event to a SharePoint calendar by sending e-mail

SharePoint calendars can be set up so that people can add calendar items by sending e-mail, if your site and calendar are enabled to receive content by e-mail.

When you send a meeting request to a calendar on a SharePoint site, you can work with it as you work with other events in your calendar on a SharePoint site. However, calendars on SharePoint sites do not automatically send updates to the attendees when you make changes. For example, when you change the location of a meeting, you must notify the attendees of the change.

Before you can send e-mail to a calendar, you need to know whether the calendar is set up to receive e-mail, and if so, obtain the address.

  1. Do one or more of the following to obtain the e-mail address for the calendar:
    • Look in the Address Book. If the e-mail address is not there, you can obtain it from the person who set up the calendar. Then you can add it to your Contacts list, so that you can easily find it later.
    • View the description of your calendar, which appears just under the title of the calendar. Your site owner may have added the e-mail address of the calendar to its description.
    • View the e-mail settings for the list, if you have permission to view the calendar settings:
      1. In a Web browser, open the calendar on your SharePoint site.
        If the name of your calendar does not appear, click View All Site Content, and then click the name of your calendar.
      2. On the Settings menu Menu image, click List Settings.
        If the calendar is enabled to receive e-mail, its address appears under List Information, next to E-mail Address.
    • Use the e-mail address of your SharePoint group (SharePoint group: A group of users that can be created on a SharePoint site to manage permissions to the site and to provide an e-mail distribution list for site members. A group can be used by many sites in one site collection.) to send the calendar item, such as a meeting request or appointment, in e-mail. Your organization may have its own e-mail list, called a SharePoint group, which enables its members to send mail to each other. The SharePoint group address can contain the address of your calendar, so that when you send a meeting request to members of the group, the items are automatically added to your SharePoint calendar.
  2. To send a calendar item, send a meeting request or an appointment by using Outlook as you normally do.

Calendars can be set up to also receive attachments to items by e-mail. To include an attachment with your list item, attach the file to your meeting request as you normally do.

  1. In the To or Cc box of the meeting request, add the address of the calendar. Or if your SharePoint group already includes the calendar, add the e-mail address of the SharePoint group instead.
  2. Click Send.

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Applies to:
Outlook 2007