Switching to Calendar from Microsoft Outlook Calendar

6. Collaborate in Calendar

In this section:

6.1 Change an event owner
6.2 Add a co-worker’s calendar
6.3 Create additional calendars
6.4 Share or delegate your calendar
6.5 Share your calendar with your organization
6.6 Create a mailing group for events

6.1 Change an event owner

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Outlook:
Re-create a meeting with a new organizer

Calendar:
Event owner

Redo an event with a new owner in 2016 version

Outlook 2016 and 2013
 

Redo a meeting with a new owner in 2010 version

Outlook 2010

You can change the owner of an event you created. The new owner won’t receive any notification, but their name will appear as the event owner on all the guests’ calendars.

  1. Single-click the event and at the top, click More Moreand thenChange owner.
  2. Enter the email address of the new owner.
  3. (Optional) To add a note for the new owner, enter a message.
  4. Click Change Owner.

Change event owner

6.2 Add a co-worker’s calendar

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Outlook:
Open shared calendar

Calendar:
Add other calendars

Open a shared calendar in 2016 version

Outlook 2016
 

Open a shared calendar in 2013 version

Outlook 2013
 

Open a shared calendar in 2010 version

Outlook 2010

Add a co-worker’s calendar to see all your events on the same page.

Note: Your co-worker must have an email address on your organization’s G Suite account.

  1. On the left, click Add calendar.
  2. Enter your co-worker’s email address. Their calendar appears under Other calendars on the left, and their events appear on your calendar page.
  3. (Optional) To temporarily hide the events from another calendar, uncheck the box next to the calendar.

See calendars of others

6.3 Create additional calendars

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Outlook:
Create a new calendar group

Calendar:
Add calendars

Create a new calendar group in 2016 version

Outlook 2016 and 2013
 

Create new calendar group in 2010 version

Outlook 2010

You can create new calendars for teams and projects.

  1. On the left, next to Add calendar, click More More.
  2. Click New calendar.
  3. Enter a name and optionally a description for the calendar.
  4. Choose the time zone and click Create calendar.
    You can find the new calendar on the left under My Calendars.
  5. (Optional) To hide or show events from a calendar, check the box next to the calendar.

Create a calendar

6.4 Share or delegate your calendar

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Outlook:
Delegate access

Calendar:
Share or delegate

Delegate access in 2016 version

Outlook 2016 and 2013
 

Delegate access in 2010 version

Outlook 2010

  1. On the left under My calendars, next to the calendar you want to share, click More Moreand thenSettings and sharing.
  2. On the left, click Share with specific people.
  3. Click Add people and enter an email address.
  4. Click Permissions and choose an option:
    • To let others view your calendar, select See all event details or See only free/busy (hide details).
    • To delegate your calendar. select Make changes to events or Make changes and manage sharing.

Share a calendar

6.5 Share your calendar with your organization

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Outlook:
Share Calendar

Calendar:
Access permissions

Share a calendar in 2016 version

Outlook 2016 and 2013
 

Share a calendar in 2010 version

Outlook 2010

Share your calendar with your entire organization and choose the level of access people should have.

Make your calendar visible to your organization:

  1. On the left under My calendars next to the calendar you want to share, click More Moreand thenSettings and sharing.
  2. Scroll down to the the Access permissions section and check the Make available for your organization box.
  3. On the right, click See all event details and choose the level of access people should have.

Access permissions

6.6 Create a mailing group for events

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Outlook:
Create a distribution list

Calendar:
Mailing group

Groups contacts in 2016 version

Outlook 2016
 

Contact group members in 2013 version

Outlook 2013


Group contacts in 2010 version

Outlook 2010

You can use Google Groups to invite several people to an event at the same time.

Create a mailing group:

  1. In Groups at the top, click Create Group.
  2. Enter a name and email address for the group, for example, team@my-domain.com.
  3. If needed, change the group type and permissions.
  4. Click Create.
  5. Click My groups and under the name of your group, click Manage.
  6. On the left, click Direct add members, enter the members’ email addresses separated by a comma.
  7. At the top, click Add.

Set up a group

Invite the group to an event

  1. In Calendar, create an event.
  2. Add the group email address as the guest. Everyone in the group receives an individual invitation.
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