In the recent scenario, planning and executing virtual meetings has become a necessity. When you create a meeting invitation, it is essential to check out whether the other people are free on that particular date and time. Viewing the respective person’s outlook calendar is of real help in this scenario.
Let us give a quick glance at the steps you need to follow if you want to see someone’s calendar in outlook. It is just a few easy steps and you shall be done with the task, However, you should remember that whether or not you will be able to see someone’s outlook calendar or the details you shall be able to see, all depends on the level of access they have granted to you.
How to Access Someone’s Calendar on Outlook?
Accessing someone’s calendar on outlook is not rocket science. You simply need to follow a few steps to achieve the goal.
Go to the calendar view of the outlook. Now go to the top ribbon and select the “Open Calendar” option from there. A drop-down menu will appear before you and from that select the “From Address Book” option.
From here, you can search the global address list from where you can practically reach anybody you want. Write the name of the person or the respective internet ID whose calendar you want to access, in the search bar of “Global Address Book”. You will get a wide list of the people with the name you have searched for. Now, once you find the exact match of the person, double-click on the name and click on the OK option.
Once you click on the OK option, the outlook calendar of the person will be added to the list of “Shared Calendars”. It will also appear automatically alongside your own outlook calendar. However, you shall be able to distinguish between both because the denotations will be in different colors.
If you are accessing multiple calendars, then you shall have to visit the navigation panel first under the option of Shared Calendar, and you will be able to reach the desired calendar that you want to access.
You need to have permission granted by the owner to view his or her calendar. In order to seek permission, a request email can be automatically generated and sent to the person. Outlook will itself prompt you to ask for permission. You just have to click on Yes and the request will be sent to the person for sharing his calendar.
Once you have finished your work and do not want to access the shared calendar anymore, you can remove it from the list of Other Calendars. All you have to do is right-click on the shared calendar and select the Delete Calendar option.
It is important to note that it is only the owner of the calendar who can change the items on the calendar.
You can open only the default calendar of the person. If a person adds a new calendar to his outlook but doesn’t grant new permission to you, then you cannot view the newly added calendar.
Why Will Someone Need to View Others’ Calendars?
You may prefer to look into someone’s calendar in outlook if you are planning to schedule a meeting with them. Checking the calendar helps you to see their availability for scheduling their meeting. Accessing someone’s outlook calendar may be immensely helpful and call of the hour. Let us see a few cases where it becomes necessary to view others’ outlook calendars.
The project or team leader needs to see the outlook calendar of the team members and employees for planning any task meeting such that it doesn’t interrupt the schedule of anyone else.
Parents may access their children’s outlook calendar to have proper knowledge about their kid’s routine and schedule of online classes.
Teachers also find this immensely helpful. The class teacher may create an outlook calendar for the class routine and allot classes to subject teachers according to their availability and that can be done by viewing the outlook calendar of the respective individuals.
Personal Assistants and secretaries may have to access the outlook calendars of their boss to plan his or her daily schedule and make the day plan work better.
Viewing someone else’s outlook calendar can be really helpful at times. It has multiple uses and can be done in a few easy steps. However, granting access by the owner is the most crucial factor.
