How to Check Someone’s Calendar in Outlook & View All Events

If you are someone who doesn’t know how to check someone’s calendar in Outlook then dont worry we will explain the entire procedure in a simple manner.

We will provide you with the exact steps for your source calendar type be it Outlook, offline ICS data, or some link you got from a colleague. Let us start off with the most common method to access Outlook calendar i.e. the browser.

Learn How to Pull Up Someone’s Calendar on Outlook 365 Web

• Login to Outlook
• Go to the Calendar screen using the icon on the leftmost  menu side
• Toggle the slider pane via three horizontal line icon
• Click on Add Calendar.

If you dont have an M365 business/enterprise subscription then you won’t have access to Add from directory option, if available click on it.

• Choose an account that will see someone else’s calendar.
• Pick a person/group/resource from your organization’s directory listing. This selection is limited to one at a time.
• People Calendars is the default selection you can however change the calendar from the flyout menu. 
• Once done, press Add

The second option is to Subscribe to someone else’s calendar from the web

• Ask for a .ics link from the real owner of the calendar.
• Put the link in the space assigned for it
• Fill in the name
• Select the “Add to” calendar and hit Import.

In the case where you have an on-device calendar in ICS format, you can upload it via the mechanism provided in the  Outlook web app.

• Find the ics file on your machine hold the file with your cursor and bring it on the browser then release the cursor to trigger a file upload request.  
• Choose a preexisting Outlook calendar container for the file and press Import.

For professionals who prefer hard copies, you can even save Outlook calendar as a PDF document for easy sharing and record-keeping.

Moreover, if you dont want to log in/log out repeatedly or already have a desktop client setup you can use it. Given below are the steps for it.

Use the Outlook Classic Desktop Client for Adding Other People’s Calendar Events

There doesn’t seem to be any calendar request option. However, the feature-rich dashboard of the classic client allows for a multipronged calendar addition.

• Launch Outlook classic edition.
• Visit the calendar tab.

Should you encounter unresponsive calendar functionalities, refer to this guide to fix Outlook calendar not responding issues.

In the Home menu bar, you will see a big + icon with the text Open calendar.

It contains all the available options.

From Address Book

• With this option, you can search & select any member inside the Offline Global Address List.
• Use Ctrl + A to select all, Shift + Arrow Keys/Cursor to make a continuous mass selection or, hold Ctrl Key and select a distributed list of calendars whose access you require.
• After selecting click on the Calendar button to add these.
• Press OK to confirm.

Every calendar you select will open up in the Dashboard, it may clutter the page so deselect from the left menu pane.

The Room List option is similar to user calendars the only difference being that these contain available/occupied data of organizational resources.

If you choose the From Internet option keep a .ics link ready with you paste it in the popup and press OK.

Open Shared Calendar allows you to select and view a calendar made public by any of your contacts.

How to See Someone Else’s Calendar on Outlook New Variant

You will notice that the majority of the steps are almost identical to the ones discussed for Outlook Web. This is because the UI is the same with the only difference being that on the desktop version, you can also access calendars outside Outlook/Hotmail/Microsoft like Google, Yahoo, etc.

• Open New Outlook Client
• Toggle the Calendar screen via the vertical icon bar on the left side
• Click on the 3 horizontal bars in the top left corner of the calendar list that are hidden from view.
• Press the Add Calendar button.

If your account is part of an M365 business/enterprise subscription plan then you will see an 

Add from directory option click on it.

• Pick the account that will take ownership of someone else’s calendar.
• Select or search for a person/group/resource from the organization directory.
• Note: You can only select one ID at a time.
• Then, choose a calendar subsection from the dropdown list. By default, it is put inside the People Calendars subsection.
• At last, press Add

Subscribe from web

• In this option, you require a .ics link. So, ask the original calendar owner to provide it to you.
• Paste the link in the appropriate location
• Type a suitable name
• Skip over the color and charm sections (you can set them later)
• Expand the Add to bar and pick a place from the list
• Press Import.

If you possess an offline calendar go over to the Upload from file section.

• Then browse for the .ics file or drag and drop it directly on the dashboard.
• Pick a calendar where you want this data
• Finally, click on Import.

Desktop apps are just one means of viewing someone else’s calendar. Moreover, modern smartphones are more than capable of helping you see someone’s calendar on Outlook. Let’s see how.

Steps to View Someone Else’s Calendar on Outlook Mobile App

The procedure you see here does not vary between Android and iOS as every step takes place within the Outlook mobile application itself. However, if you are an Apple device holder and want a dedicated guide check out how you can import Outlook calendar to iPhone/iPad calendar for better productivity on the go. 

• Open the Outlook Mobile App
• Use the Bottom bar menu to switch to the calendars
• Hit the calendar icon at the top left corner
• This expands the Left pane where you need to tap on the + icon
• 3 distinct options emerge Add an account, Calendars on device, and Interesting Calendars.
• The first one opens a new sign-in portal from where you can add any secondary account and bring its calendar alongside.
• The second option fetches every account logged in on your mobile and brings in the corresponding calendars.
• Interesting Calendars are to be used when you want details of sports/other public events right on your Outlook mobile app.

GUI and apps are the paths that end users take to add and see other’s calendars. However, in an organization, it is the admin that can either enable/disable this calendar sharing. 

So ensure that the following settings are enabled in the admin center.

Admin Options to Allow Calendar Delegation in Outlook 365

• Visit the admin center
• From the left side pane expand the Settings tab
• Go to Org settings
• Scroll and click on Calendar
• In the Right Pane mark the checkboxes next to the permissions you want users to have.
• Once Done hit Save.

If you want you can visit the Exchange Online admin center and assign a more precise calendar sharing permission/rule. There is one more feature that admins can utilize. 

PowerShell Script to Grant One User to See and Interact with Someone Else’s Calendar

# Connect to Exchange Online
Connect-ExchangeOnline

# Define variables
$calendarOwner = "[email protected]"
$delegateEmail = "[email protected]"
$permissionLevel = "Reviewer"

# Grant calendar access with CanViewPrivateItems flag
Add-MailboxFolderPermission -Identity "$calendarOwner:\Calendar" -User "$delegateEmail" -AccessRights $permissionLevel -SharingPermissionFlags CanViewPrivateItems

# Send notification email
$subject = "Calendar Sharing Notification"
$body = "You have been granted $permissionLevel access to $calendarOwner's calendar. You can now view and potentially edit (depending on the permissions granted) their calendar."

Send-MailMessage -From "Exchange Admin" -To $delegateEmail -Subject $subject -Body $body

This script modifies the calendar access and also informs the recipient about the change via email.

You can make your own adjustments to the script to add more functionality 

By default only the admin can use these PowerShell commands to perform the calendar delegation, however, this can be changed if the recipient is given the ability ( i.e. the appropriate role) to run these commands on their own.

Tip: Instead of explicitly assigning permissions on an individual basis create a role group where you can add/remove users.

Here’s How to View Someone Else’s Calendar on Outlook in Bulk

In such scenarios, you can rely on the trusty SysTools Office 365 Import Tool to bring offline calendar items into live Outlook 365 accounts. After which thanks to the Microsoft Cloud sync feature the calendars will be available on every device from desktops to mobiles. 

Download Purchase

The specific scenario where this tool shines is when you need to hand the editing rights of many diffrent calendars to a single person

As the tool allows many-to-one mapping one calendar admin can become the single point of control for managing events organization-wide.

Given below are the steps you can use to make the change.

Step 1. Install the software on your machine. Launch it and select the appropriate endpoints for the transfer process.

Step 2. Scroll down and mark the checkbox next to Calendar workload, you can apply a date filter which ensures that only the items from that particular time period are selected and made visible on your Outlook app.

Step 3. Browse for the source calendar file, bring it in, and Validate. Wait for the green signal and then click Next.

Step 4. Perform an admin-level validation and hit Next.

Step 5. The user mapping screen allows for 3 distinct options to gather the user list, Fetch, Import, or Download as you please.

Step 6. Once the user list is available in the preview tab select the ones who will become the defacto owner of calendars prioritize according to your liking, validate, and Start Import. 

If the source calendar is part of the Google Workspace platform then you can use a similar tool to perform G Suite to Office 365 migration of only the calendar workloads. 

Conclusion

We hope that by reading this, you were able to find out how to check someone’s calendar in Outlook desktop client (both new and classic), web portal, and mobile app. 

The different strategies proposed here cover everything from basic native GUI-based calendar viewing to the highly technical PowerShell modules.

Moreover, we have also included a professional solution useful in cases where there is an organization-wide request to see someone else’s calendar on Outlook.