O365 Shared Calendars
Shared calendars are used when multiple people need access to the same schedule—like an events calendar, a vacation calendar, or a room scheduler. Shared calendars in PennO365 are tied to a shared mailbox of the same name, but the permissions do not carry over. Having permission to view/edit the calendar does not mean one has access to the mailbox to send emails or view emails sent to it.
Here are the ways you can add a shared calendar to your Outlook application. Please note: You should only need to add the calendar once and it should be there when you use another client type. There might be a slight delay for the backend sync to occur, but it's usually within an hour.
Windows Outlook (classic) Client
To open a shared calendar, go to the Calendar using the menu button on the side menu. From there, select Add Calendar > Open Shared Calendar from the ribbon.
In the popup window, enter the full address name for the shared calendar. If you're unsure of the spelling, you can hit the Name button to bring up the address global address list for PennO365 to search for it.
Once the name is confirmed, hit the OK button. If you have not been granted permission to a shared calendar, you will not be able to open and view it. The shared calendar will appear in the navigation pane located on the left side of your Outlook client when you're in the calendar view. If they do not appear please submit a ticket for further technical support.
New Outlook for Windows & Outlook Web Access (OWA)
To open a shared calendar, go to the Calendar using the menu button on the side menu. From there, select Add calendar.
You'll be prompted to select the account to use to add the calendar to. Select your email address from that drop down menu. Then, search for the calendar in the search bar. The text field will prepopulate other mailboxes and calendars as you type in an effort to help you. When you do find the calendar that you want, select which calendar group you want it to be under, and click Add. If you have not been granted permission to a shared calendar, you will not be able to open and view it.
The shared calendar will appear in the navigation pane located on the left side of your Outlook client when you're in the calendar view. If they do not appear please submit a ticket for further technical support.
macOS Outlook Client
To open a shared calendar, go to the top menu bar and select File > Open > Shared Calendar.
Type in the name of the shared calendar you are trying to access. The text field will prepopulate other mailboxes and calendars as you type in an effort to help you. When you do find the calendar that you want, select it and click Open. If you have not been granted permission to a shared calendar, you will not be able to open and view it.
The shared calendar will appear in the navigation pane located on the left side of your Outlook client when you're in the calendar view. If they do not appear please submit a ticket for further technical support.
If you require further assistance after going through this knowledge article, please submit a ticket at support.collegehouses.upenn.edu.