To share information between a SharePoint Calendar and Outlook, users will need to establish a connection between the SharePoint Calendar and Outlook. Once the connection is established, users can view and manage the SharePoint calendar directly from Outlook.
Connect SharePoint Calendar with Outlook
To establish a connection:
- Open the SharePoint calendar you wish to connect.
- Click the Calendar tab at the top left of the screen to open the ribbon.
- Select the Connect to Outlook option from the Connect & Export group on the ribbon.
- If prompted to allow the website to run a program on your computer, click Allow.
- When prompted for "Open Outlook? http://pennstateoffice365.sharepoint.com wants to open this application", click Open Outlook.
- A Microsoft Office Outlook dialog box will appear, click Advanced to open a SharePoint List Options dialog box.
- In the Folder Name text box, enter a name for the calendar.
- Optionally, enter a Description for the calendar.
- Click OK.
- Click Yes to link the calendar to Outlook.
Your personal Outlook calendar will appear side-by-side with the newly connected SharePoint calendar. You can use the check box to the left of the calendar name to hide the calendar from the side-by-side view.
Add an Event to a SharePoint Calendar Using Outlook
Once you have a SharePoint calendar connected to Outlook you can add or edit calendar events directly from within Outlook (if in SharePoint you have been assigned the appropriate permissions).
- Open your Outlook calendar.
- From the left pane, check the box next to the SharePoint calendar to which you want to add an item.
- Locate the day and time for the event you want to add.
- Double-click to open a new appointment window and enter the event details.
- If you would like to copy this event to your personal Outlook Calendar, click the Copy to my Calendar option from the Actions group on the Appointment tab.
NOTE: If the event is changed on the SharePoint calendar, it will NOT be automatically updated on your personal calendar.
- Click the Save & Close option from the Actions group on the Appointment tab.
- The event should now appear on your calendar and the calendar on the SharePoint site.