Using SharePoint Calendar in Outlook as Team/Shared Calendar

Do you chance by a time when you always need to send out meeting invite to the folks within your team or your organization on team activities? How do you tap on your intranet SharePoint system to make life much easier for everybody?

Let’s just say, in an organization which have a 100 people, rather than keep blasting email out on meeting appointment such as “Company Kick-Off for FY 2013”, why not consider utilizing the SharePoint Calendar List (or App in SharePoint 2013)?

Let’s see how we can do it.

  • Head over to your SharePoint Intranet (in my case, I uses SharePoint 2013). Click on the “Settings” icon and click “Add an app”.

Productivity_SharePoint_Calendar_01

  • Search for “Calendar” as shown.

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  • Enter the desire name for this Calendar list.

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  • After clicking “Create”, you will see your newly created Calendar.

Productivity_SharePoint_Calendar_04

**NOTE** In order to synchronize SharePoint Calendar to Outlook, the default URL as shown in the image above will not work because in this setting, it has “Minimum Download Strategy” which improves rendering performance. Therefore, you may just need to modify the URL a little to enable the “Connect to Outlook” button.

  • Modify the URL accordingly, or rather remove the “/_layouts/15/start.aspx#”.

Productivity_SharePoint_Calendar_05

  • Now you will notice that the button “Connect to Outlook” is enable once again!

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  • Click on it, you will see a popup that ask for your permission to launch the following URL in Outlook. It’s just security, go ahead if you trust your Intranet.

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  • Next, your Outlook program will launch and ask if you want to connect that SharePoint Calendar to Outlook, go ahead. Look at the URL carefully before you add anything. Just be cautious of what you do.

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  • Done! You now have your newly created SharePoint Calendar connected to your Outlook.

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It’s that easy? Isn’t it?

Right now, anyone who have permission to the SharePoint Calendar is able to add event (List Item) and it will appear in your Outlook Calendar. Likewise, for any events added via Outlook will also appear in SharePoint Calendar.

In this way, the Administrator/Coordinator need not blast out email invites to everybody again! Just add it via SharePoint or via Outlook.

Cheers.

Using SharePoint Calendar in Outlook as Team/Shared Calendar

2 thoughts on “Using SharePoint Calendar in Outlook as Team/Shared Calendar

  1. Alkis Spyrou says:

    Hello,

    Firstly I would like to congratulate you for the posting.

    Will this allow a 2-way synchronisation?

    If yes, will this synchronisation show attendees, their responses etc.?

    Thank you,
    Alkis

    Like

    1. Milton Goh says:

      Hi Alkis,

      Thank you for viewing my post.

      This will be a 2-way synchronization. This is designed not to aim at collecting shared events for anyone with access to the Site Mailbox (Team Mailbox). Therefore, people would be able to avoid duplicates event appearing on the outlook.

      Hope this clears the air.

      Thanks.

      Regards,
      Milton Goh

      Like

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