To add a shared team calendar in Outlook, create or open a Microsoft 365 Group, add the teammates who need access, then open that group under Groups in Calendar. A Microsoft 365 Group calendar lets members schedule, edit, and see group events; it is different from an Outlook calendar group, which only gathers calendars into one view.
The steps and availability vary by Outlook version and account. These instructions cover new Outlook, Outlook on the web, and classic Outlook, plus alternatives if you only need to view or share an existing calendar.
Choose the right Outlook calendar option
| What you need | Use this | What it does |
|---|---|---|
| A shared calendar where a team can schedule and manage group events | Microsoft 365 Group calendar | Provides a calendar for the group’s members |
| To see several existing calendars together | Outlook calendar group | Combines calendars into a view; it does not create a shared group calendar |
| To display an existing person’s, group’s, or resource’s calendar | Add a calendar from the directory | Adds an existing calendar to your Outlook view |
| To let others access a calendar you already own | Share an Outlook calendar | Grants other people access according to the permissions you choose |
| A separate calendar just for yourself | Blank or new personal calendar | Creates a personal calendar, not a Microsoft 365 Group |
Before you start
A Microsoft 365 Group has an associated shared calendar that members can use to schedule, edit, and see group events. Group events are shared: any group member can edit or delete events on the group calendar. An event on your personal calendar remains under your control.
Group creation and features may require a qualifying Microsoft 365 work or school account, and your organization may disable Groups. If you do not see the Groups controls described below, check with your Microsoft 365 administrator.
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Create a group calendar in new Outlook
- Open new Outlook.
- Select Groups in the app bar. If it is not there, choose Go to Groups in the mailbox folder list.
- On the ribbon, select New Group, then select New Group again if prompted.
- Enter a group name and description, then select Create.
- Add members when prompted. To add people later, open the group and use its member controls.
- Open Calendar and select the group under Groups in the folder list.
The group calendar is now available to the group’s members. Members can use it to schedule, edit, and see upcoming group events.
Create a group calendar in Outlook on the web
For a work or school account, Outlook on the web lets you create a Microsoft 365 Group and choose its privacy setting during setup.
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- Sign in to Outlook on the web and select Groups in the left app bar.
- Select New Group.
- Enter a group name, email address, and description, and choose the privacy setting.
- Create the group, then add members now or later.
- To add members later, open the group, select its member count, then select Add members.
- Select Calendar, then select the group under Groups to open its calendar.
Choose public or private
Microsoft says that anyone in your organization can view and join a public group. A private group’s content is limited to its members, and people who want to join must request approval from an owner.
Find and use a group calendar in classic Outlook
Microsoft’s group-creation instructions for classic Outlook are for qualifying Microsoft 365 work or school accounts. Depending on your setup, open Groups or select Home > New Group. If these options are missing, your account or organization may not support or enable the feature.
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- Open Calendar and find the group under Groups.
- Select the group to view its calendar.
- To schedule a group event, select New Meeting while using the group calendar.
- Check that the group is included in the meeting’s attendee line if you intend to invite it.
If you meant a different kind of calendar
View colleagues’ calendars together
In classic Outlook, a calendar group collects existing calendars for a combined view. It is not a shared Microsoft 365 Group calendar. Microsoft documents calendar groups for Exchange Server accounts.
Add an existing person’s, group’s, or resource’s calendar
- In Outlook on the web, open Calendar.
- Select Add calendar, then choose Add a person’s calendar.
- Enter the name of the person, group, or resource.
- Save to add the calendar to your view.
This directory-calendar option is for work or school accounts. It displays an existing calendar; it does not create a new Microsoft 365 Group.
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Create a blank personal calendar
- In Outlook on the web, open Calendar.
- Select Add calendar, then choose Create new calendar or Create blank calendar, depending on the interface.
- Name the calendar and save it.
A blank calendar is personal unless you separately share it. It does not create a Microsoft 365 Group or its shared calendar.
Share a calendar you already own
- In Outlook, open Calendar and select Share Calendar.
- Select the calendar you want to share, if prompted.
- Add the people who need access.
- Choose the access level, then send the sharing invitation.
Sharing an existing personal calendar is distinct from creating a Microsoft 365 Group calendar. Use the group option when the team needs a calendar for shared events and member management.
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FAQ
Is an Outlook calendar group the same as a Microsoft 365 Group calendar?
No. A Microsoft 365 Group has a shared calendar for members to schedule, edit, and see group events. An Outlook calendar group gathers existing calendars into a combined view; it does not create a shared group calendar.
Can I create a Microsoft 365 Group in personal Outlook.com?
The documented group-creation flows are for qualifying Microsoft 365 work or school accounts. If you use Outlook.com or do not see Groups, the feature may not be available for your account.
Why can’t I see Groups in Outlook?
Group features may require an eligible work or school account, and your organization may have disabled Groups. Ask your Microsoft 365 administrator to check whether the feature is available for your account.
Who can edit events on a group calendar?
Members of the Microsoft 365 Group can schedule, edit, and see group events. Microsoft notes that any group member can edit or delete events on the group calendar.
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Can I add an existing group’s calendar without creating a new group?
Yes. In Outlook on the web, use Calendar > Add calendar > Add a person’s calendar, then enter the existing group’s name and save. This adds its calendar to your view rather than creating a group.
Quick Recap
Sources
- Microsoft Support: Create a group in Outlook
- Microsoft Support: Add members to a group in Outlook
- Microsoft Support: Use a group calendar in Outlook
- Microsoft Support: Create and manage calendar groups
- Microsoft Support: Add a calendar in Outlook
- Microsoft Support: Share an Outlook calendar
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