Using secondary calendars in Outlook

What are secondary calendars?

In Google it was common practice for people to create secondary calendars, for individual use or for sharing with other people.

Possible uses for secondary calendars

The purpose of these was varied and included:

  • Personal calendars
  • Event calendars
  • Team activity calendars
  • (Non-centralised) room calendars

Please note: these calendars were not automatically migrated to Outlook on 10th July.

An analysis has been undertaken over what sorts of calendar they are (rooms, events) to decide the best way of dealing with them.

Some have now been moved to Outlook.

Alternative option to creating secondary calendars (interim solution - definitive solution in development)

An individual creating and sharing a calendar for their team isn’t particularly good practice. As with Google, the original owner will always an individual, and this can cause problems if this person moves role or leaves the University.

Better options are:

  1. Use the calendar for an existing team shared mailbox. All shared mailboxes now come with calendars in Outlook.
  2. Set up an Office 365 Group (sign in using long version of your username, e.g. abcde@bristol.ac.uk), though this is yet to be tested.

Permissions issue with secondary calendars

In some cases when a secondary calendar has been moved across to Outlook, permissions haven’t migrated correctly.

On occasion, the previous owner(s) doesn’t have the correct access to the calendar.

Secondary calendars under My Calendars

Owners of secondary calendars (in Outlook) should automatically see the calendar under Your calendars (Outlook Online) or My Calendars (Windows) - see screen shot above

Find secondary calendar owner in Outlook

If you had ownership access in Google - i.e. it used to appear under your My Calendars in Google - but you can’t see it in Outlook, you can try to find who might be the owner.

To find out who is the owner of a secondary calendar:

Share permission in secondary calendar
  1. Log into Google at calendar.google.com/a/bristol.ac.uk and look at the calendar’s sharing permissions by clicking on the downward arrow to the right of the calendar's name and selecting Share this calendar - see above.
  2. It’s likely that one of the people in the list is the current owner – check with them to see if they can see the calendar in Outlook.
  3. If none of the people can see the calendar, contact digital-workspace@bristol.ac.uk

If you didn’t have ownership in Google, contact digital-workspace@bristol.ac.uk.

Give others access to manage a secondary calendar you own

You can give up to and including edit access using Outlook Online (similar to delegate access with Google). Edit access lets people add, amend or delete events directly in the calendar.

To give others access to manage a secondary calendar you own:

Sharing permissions in secondary calendar image 2
  1. Right-click on the calendar under Your Calendars and choose Sharing Permissions - see above.
  2. Enter a person’s name, their permission level and click Share.
  3. Click Done when finished.

This will send them an email notifying them of the calendar. They need to click Accept (Outlook Online) or Open this calendar (Windows) and it will appear in their calendar list on the left of the screen.

If you need to give people higher level of control, specifically access for them to add others, you need to use Outlook desktop to (a) give permissions and then (b) share the calendar to make it visible - see the following steps.

Step 1 - giving permissions:

  1. Select the calendar under My Calendars and click Calendar permissions on the toolbar.
  2. Click Add, and find the person you want to give access to.
  3. With the person selected, select the Permission Level from the drop-down list, e.g. Owner, then click OK.

Step 2 - sharing:

  1. With the calendar still selected click Share Calendar on the toolbar.
  2. Enter the names of the people to share with in the To… box.
  3. Click the check box which lists the permissions then click Send.

This will send them an email notifying them of the calendar. They need to click Accept (Outlook Online) or Open this calendar (Windows) and it will appear in their calendar list on the left of the screen.

Shared calendars/resource calendars

You'll find information about creating shared calendars within the Office 365 Support Centre. See also how to request a resource calendar.