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How to Add Events on a Shared Calendar

The following instructions describe how to add events to a shared calendar in a way that avoids adding it to anyone's personal calendar. The steps also describe how you can view a shared calendar unmerged with your personal calendar.

 

  1. After you have been added to the Group containing the shared calendar, navigate to your Outlook desktop application's Calendar tab. Depending on the version of Outlook that you're running, this tab may be across the left-hand side of your screen or along the bottom.
  2. Scroll down along your list of calendars to find the Group Calendars, and click the checkbox next to the shared calendar you want enabled.
  3. After you've added the calendar, it may or may not show up as merged with your personal calendar. The first image that follows shows what it would look like if it's merged. You will see both calendar event colors within one calendar and the arrow of the shared calendar will be pointing right if it's merged.
  4. To unmerge the calendars, click on the arrow pointing right. Then, the calendars will be unmerged and the arrow of the shared calendar will be pointing left.
  5. To create an event on the shared calendar without having the event show up on anyone's personal calendar, you need to double-click in the space on the calendar for the date that you want to create the event for. In this example, I've created a test event for September 9th. When the window pops up to create the event, you need to not invite any attendees to it (assuming you do NOT want to share it with anyone outside of the group) and simply create the event's title, date, time, and all relevant details. Once that's done, you click Save & Close.
  6. If you've followed the steps as detailed above, you will see the event will only pop up in the unmerged shared calendar and NOT in your personal calendar. In this example, the test event shows up on the right shared calendar and a duplicate of it does NOT show in the red box, which is where it WOULD show if the previous steps had not been followed.