SHARED CALENDAR

Dear @Alfred Lloyd,

Good day! Welcome to Microsoft Q&A forum!

Based on your description, I understand that you’re scheduling meetings in Outlook, but they are not appearing on your Shared Calendar. You’re looking for guidance on how to ensure meetings you create or meetings created with you are visible on the Shared Calendar.

To better understand what’s happening, could you walk me through the steps you took:

• When you created the meeting, which calendar were you viewing at the time?
  • Your personal calendar
  • The Shared Calendar
• What happened when you tried to create a meeting on the Shared Calendar?
  • It only appears on your personal calendar
  • It doesn’t appear on the Shared Calendar at all
  • Other users can’t see it
• What type of Shared Calendar is this?
  • A Microsoft 365 Group calendar
  • A shared mailbox calendar
  • A calendar someone shared directly with you
• Do other team members see meetings on the Shared Calendar if they create them there?

Your confirmation would be very helpful in ensuring you receive the most suitable support!

If you’re able to share a bit more about your situation, I might be able to suggest some helpful next steps. 

Please understand that our initial response does not always resolve the issue immediately. However, with your help and more detailed information, we can work together to find a solution.

Kindly let me know when there are updates or if you need further assistance. Any updates you’re able to share would be really helpful. I appreciate your time and look forward to hearing how things are going! 

Thank you for your time and patience.

If you have extra questions about this answer, please click "Comment". 

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In the new Outlook for Windows, meetings appear on the calendar that owns the event. To have meetings show on a shared calendar instead of (or in addition to) a personal calendar, the meeting must be created in that shared calendar and the user must have edit permission on it.

Use one of these approaches:

1. Create meetings directly on the shared calendar
   1. In Outlook, go to Calendar.
   2. In the left pane, select the shared calendar so it is the active calendar (or create one if needed, see below).
   3. Create the meeting (New event) while that shared calendar is selected as the target calendar.
   4. Send the meeting invite as usual. All meetings created this way will appear on the shared calendar.
2. Move an existing meeting to the shared calendar
   1. Open the existing meeting from the personal calendar.
   2. Change the calendar field (if available in the event form) to the shared calendar, or recreate the meeting on the shared calendar as in step 1.
3. If a shared calendar does not yet exist If an admin-managed shared calendar is needed (for example, for a team or booking scenario), an Outlook admin can create it and share it with edit permissions:
   1. Open the organization’s Outlook app.
   2. Go to the calendar icon in the left pane.
   3. Select Add calendar > Create blank calendar.
   4. Name the calendar and save it under Other calendars.
   5. Select Share, search for the required users, and set their permission to Can edit.
   6. Save the changes. After this, create meetings on that shared calendar as described in step 1 so they appear there.

Note: Only users with at least edit permission on the shared calendar can create or modify meetings on it.

References:

• Install and set up Appointment Booking template
• Share your calendar in Outlook
• Calendar settings in Outlook on the web