How to Create and Manage a Shared Calendar in Microsoft 365

How to Create a Shared Calendar in Microsoft 365 (Updated 2025 Guide)

A shared calendar in Microsoft 365 is one of the most effective ways to coordinate schedules, manage meetings, and improve visibility across departments. Microsoft has recently improved how shared calendars work across Outlook, Exchange Online, and Microsoft Teams — making collaboration smoother, especially for hybrid or remote teams.

This guide explains the latest methods available to create, share, and manage shared calendars using the modern Outlook experience, the Microsoft 365 Admin Center, and PowerShell for advanced configurations.

🧭 Purpose of a Shared Calendar

A shared calendar lets multiple users view, create, and modify events in a common workspace. Whether your goal is to manage project meetings, track department activities, or handle company-wide events, shared calendars help centralize scheduling.

Key Benefits

Improved Team Coordination: Everyone stays aligned with team events and project milestones.
Reduced Scheduling Conflicts: Shared visibility prevents double-booking and overlapping meetings.
Cross-Platform Access: Accessible via Outlook Desktop, Outlook Web (OWA), and mobile devices.
Flexible Sharing Options: Share internally, externally, or with Microsoft 365 Groups and Teams channels.

⚙️ Configuration Methods (Updated 2025)

Option 1: Outlook on the Web (Modern OWA Experience)

Go to https://outlook.office.com and sign in using your Microsoft 365 account.
In the left panel, select Calendar → click Add calendar → Create new calendar.
Enter a clear, descriptive name, e.g., Marketing Team Calendar or Project Alpha Meetings.
After creation, click Share → add users or Microsoft 365 groups.
Assign permissions for each person or group:
- Can view when I’m busy: Only shows free/busy times.
- Can view titles and locations: Displays meeting names and places.
- Can view all details: Full event visibility without editing rights.
- Can edit: Users can add, modify, or delete events.
Click Share → Save changes.
The shared calendar will automatically appear in each user’s Outlook Calendar view under Shared Calendars.

🆕 New in 2025:

Shared calendars created in Outlook Web now sync instantly with Outlook Desktop and Microsoft Teams.
Users can view shared calendars directly in Teams calendar tabs if linked via a Microsoft 365 Group.

Option 2: Outlook Desktop (Windows or macOS)

Open the Outlook desktop app.
Switch to the Calendar view from the navigation bar.
Select Home → Add Calendar → Create New Blank Calendar.
Name the calendar appropriately and click OK.
In the My Calendars list, right-click the new calendar and choose Sharing Permissions.
Add users or groups → assign access levels (e.g., Reviewer, Editor, or Owner).
Click Send → recipients receive a sharing invitation.
Once accepted, the calendar appears under Shared Calendars in their Outlook view.

Tip: On macOS, go to Organize → Calendar Permissions for similar functionality.

Option 3: Microsoft 365 Group Calendar (Integrated with Teams)

Microsoft 365 Groups automatically include a shared calendar. This option is ideal for teams that already use Teams or SharePoint.

Create a new Microsoft 365 Group or Team (or use an existing one).
The group calendar is automatically created and accessible in:
- Outlook → under the group’s name in the calendar pane.
- Teams → via the Channel Calendar app or “Add tab → Outlook calendar”.
Members can add events visible to all group members by default.
Non-members can be invited to specific events if external sharing is allowed.

Advantages:

Automatically synced with group members.
Integrated with Teams chat, files, and SharePoint site.
Ideal for departmental or project-based collaboration.

Option 4: PowerShell (Advanced Admin Method)

Use PowerShell when managing calendars across multiple users or configuring advanced permissions centrally.

# Connect to Exchange Online
Connect-ExchangeOnline

# Grant shared calendar permissions (editor rights)
Set-MailboxFolderPermission -Identity "JohnDoe@contoso.com:\Calendar" `
-User "TeamMember@contoso.com" -AccessRights Editor

# Optional: Give Reviewer or Owner permissions
Set-MailboxFolderPermission -Identity "JohnDoe@contoso.com:\Calendar" `
-User "ProjectLead@contoso.com" -AccessRights Owner

# Verify permissions
Get-MailboxFolderPermission -Identity "JohnDoe@contoso.com:\Calendar"

Best for:

Assigning or removing calendar access in bulk.
Managing permissions for shared mailboxes or executives.
Automating permissions with scripts across departments.

✅ Validation Checklist

After setup, confirm that:

The shared calendar appears in Outlook, Outlook Web, and mobile apps.
All invited members can view or edit based on their permission level.
Events created by one user are visible and editable by others in real time.
PowerShell reports reflect correct access rights.

🧩 Best Practices for Shared Calendars

Use Clear Naming: Include department or project identifiers (e.g., “Finance Department Calendar”).
Limit Permissions: Give “Edit” access only to those who need it.
Regular Maintenance: Review access quarterly to remove inactive users.
Enable Modern Auth: Ensure all calendar operations use modern authentication for security.
Use Microsoft 365 Groups: Simplifies calendar sharing and synchronization across Teams and Outlook.
Sync with Teams: Add shared calendars to Teams channels to centralize collaboration.

💼 Real-World Example

Scenario:
The Marketing Department at Contoso Ltd. needs a shared calendar for tracking campaigns, client meetings, and publication deadlines.

Implementation:

The team lead creates a shared calendar in Outlook Web named “Marketing Campaigns 2025.”
They share it with the marketing distribution group with Can Edit permissions.
Team members add and update events like “Social Media Launch” or “Ad Campaign Review.”
The calendar is also pinned to the Microsoft Teams “Marketing” channel for visibility.
Managers receive automatic updates, ensuring full coordination across campaigns.

Result:
Scheduling conflicts drop by 70%, meetings become more organized, and project milestones are met faster with shared visibility across all stakeholders.

🏁 Summary

Microsoft 365 now offers several modern methods to create and manage shared calendars:

Outlook Web and Desktop: Ideal for individual or small-team use.
Microsoft 365 Groups and Teams: Seamless collaboration across platforms.
PowerShell: Perfect for IT admins managing permissions at scale.

By using these updated tools and best practices, your organization can streamline scheduling, enhance team productivity, and maintain clear visibility across projects — all while staying securely integrated with Microsoft 365’s collaboration ecosystem.

Tags: Microsoft 365, Outlook, Shared Calendar, Microsoft Teams, Exchange Online, Calendar Sharing, Collaboration, Office 365, PowerShell, Modern Authentication, Microsoft Admin, Productivity, Microsoft Purview

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