New Outlook - How to add shared calendars from users that are secondary calendars instead of primary?

Question

In the new Outlook, when adding a shared calendar and choosing "Add from Directory", it doesn't list shared secondary user calendars.

If I type in a persons name, it only shares their primary calendar with me.

How does one add a shared calendar to their outlook that is a secondary calendar of the user sharing it?

I don't remember it being this difficult.

The mailboxes are 365 E3 licenses within same tenant.

To Clarify:

1. UserA within their own Outlook tenant account, creates a secondary calendar. Shares this calendar with UserB.
2. Within Outlook UserB has no way to actually locate the shared calendar in order to add it to their Outlook.

There's no way to search for said calendar within Outlook to select it.

Answer 1

Make it easier to use like it was in the past.

Answer 2

Hello Tony Serrano,

Good day! Thank you for reaching out to the Outlook community with your question.

I understand the difficulty you're experiencing in trying to access a shared secondary calendar that a colleague has created within Outlook. It sounds frustrating, especially when you expect shared resources to be more accessible. Let me provide some clarity and guidance to help you with this issue.

To summarize your situation:

1. UserA creates a secondary calendar and shares it with UserB.
2. UserB is unable to locate or add this shared secondary calendar in their Outlook, as the "Add from Directory" feature only displays UserA's primary calendar.

This issue has been noted by various users, particularly in environments using Microsoft 365 E3 licenses within the same tenant. The challenge appears to stem from how Outlook handles shared calendars, particularly secondary ones, which may not be easily accessible through the standard methods available in the new Outlook interface.

When using Outlook within Microsoft 365, you can share and view primary calendars easily. However, accessing secondary shared calendars, particularly those created by another user, can be less straightforward. Currently, within the "Add from Directory" option in Outlook, only primary calendars appear by default. Unfortunately, this limitation affects users trying to add secondary calendars, which do not show up in the global address list or directory.

To better understand and investigate your issue,may I get some more detailed information from your side:

1. Are both users in the same Microsoft 365 tenant?
2. Have you tried adding shared calendar via OWA?

**Note:**This is a known limitation where secondary shared calendars are not listed in the global address list by default, making them harder to access.

To overcome this, follow these steps:

Share the Secondary Calendar (UserA’s Actions)

1. Open Outlook on Desktop or Web: UserA should open Outlook, either the desktop app or Outlook on the Web (OWA).
2. Navigate to Calendar: Go to the calendar view in Outlook.
3. Locate the Secondary Calendar: UserA should locate the secondary calendar they want to share under "My Calendars". This is typically listed below the primary calendar.
4. Open Sharing Permissions: Right-click on the secondary calendar and select "Sharing Permissions" (on the desktop app) or "Sharing and Permissions" (in Outlook on the Web).
5. Add UserB as a Recipient: In the sharing options, type in UserB’s name or email address.
6. Set Permissions: Choose the level of permissions for UserB (e.g., “Can view all details” or “Can edit”).
7. Send the Invitation: Click "Send" to send the sharing invitation to UserB. UserB will receive an email notifying them of the shared calendar.

Accept the Shared Calendar (UserB’s Actions)

1. Open the Invitation Email: UserB should look for an email from UserA with the subject indicating a shared calendar invitation.
2. Accept the Calendar: In the email, UserB will see an "Accept" button. Click "Accept" to add the shared secondary calendar to UserB’s Outlook.
3. Verify Calendar Appearance: After accepting, the secondary calendar should appear in UserB’s calendar view under "Shared Calendars" or "Other Calendars".
   • If the calendar does not immediately show up, it’s helpful for UserB to restart Outlook to refresh and display the shared calendar.

Adding via Outlook on the Web (Alternative) If the shared calendar still doesn’t appear in the Outlook desktop app, try these steps in Outlook on the Web (OWA):

1. Log in to OWA: UserB should open a web browser and log into Outlook on the Web via Outlook.com.
2. Open Calendar in OWA: Once logged in, navigate to the calendar view by selecting the calendar icon in the sidebar.
3. Add Calendar from Directory: Click on "Add calendar" in the left sidebar, then select "Add from directory".
4. Search for UserA’s Calendar: In the search box, type UserA’s name or email address. If Outlook lists multiple calendars, select the one with the correct name of the secondary calendar.
5. Add the Calendar: After selecting the calendar, it should appear under "Other Calendars" or "Shared Calendars".

Ensure Proper Sharing Permissions:

• UserA must verify that they have shared the secondary calendar correctly with UserB. This includes ensuring that at least one event is present on the calendar before sharing, as Outlook requires this for sharing functionality to activate.
• UserA should check the sharing permissions by right-clicking on the secondary calendar in their Outlook, selecting "Sharing Permissions," and confirming that UserB is listed with at least "Reviewer" access.

Use Alternative Methods to Add the Calendar:

• Instead of using "Add from Directory," try using the "Open Shared Calendar" option:
  • Go to the Calendar view in Outlook.
  • Click on "Add Calendar" > "Open Shared Calendar."
  • Enter UserA's email address directly into the dialog box and see if it allows you to access the secondary calendar.

Additional Information

This workaround will help access the shared secondary calendar despite the limitations within Outlook's directory search. Microsoft is working on improving shared calendar access across all platforms, so watch for updates as more streamlined options may become available soon.

Microsoft Roadmap

The Outlook team is aware of the complexities involved in accessing secondary shared calendars and is working to streamline this experience. Updates and improvements are released periodically, so checking the Microsoft 365 roadmap may provide insight into any upcoming changes.Microsoft 365 Roadmap | Microsoft 365

We understand that accessing shared resources should be simple, and appreciate your patience as we work on these improvements.

Thank you again for reaching out to us! Please let us know if these steps resolve your issue or if further assistance is needed.

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

Appreciate your patience and understanding and thank you for your time and cooperation. Have a great day!

Let me know how it goes! Thank you for being part of the Microsoft Community.

Sincerely,

Microsoft Community Moderator

Answer 3

Your description accurately describes the issue I am having.

1. both users are in the same tenant.
2. tried via OWA, but OWA is now almost an identical interface as the New Outlook so the results are the same.

I was attempting to find a method that didn't involve them having to receive the invitation via email.

• Reason for this is this specific calendar was accidently deleted and restored. But within user OWA, calendar is showing the correct share permissions to the users previously shared with. There's quite a few users.
• Was trying to avoid removing them and adding them again manually. They are already showing with correct permissions, but the calendar just isn't appearing in Outlook.

Re: Adding via Outlook on the Web (Alternative)
-- The only options available is to choose my account, then choose the account of the calendar i'm looking for.

-- There is no area that displays calendars to choose from or which calendar will import by selecting a user.

-- When choosing a user, it doesn't display any calendars to select from. It just imports the primary calendar by default with 0 options for anything else.

Re: Instead of using "Add from Directory," try using the "Open Shared Calendar" option:

• That is what I've been looking for, but no matter where I look I can't seem to find a "Open shared calendar" option. The only option on desktop outlook and OWA is "add from directory".
  **- Can you provide me with the exact steps or screenshots on where to find this within OWA or desktop New outlook?**Thank you again for your time and support.

Answer 4

Hello Tony,

Thank you for providing these details. It’s clear you’re working within the limitations of the new Outlook interface, especially since secondary calendars don’t show up in the typical ways. Given your goals, I’ll go over some additional strategies and clarify what options are available. While the traditional “Open Shared Calendar” option isn’t accessible in the new Outlook, there may still be ways to make the calendar reappear without resending invites or altering permissions.

Key Points Recap:

1. Same Tenant & Existing Permissions: Both users are in the same tenant, and permissions are already correctly set, so the calendar is visible to multiple users.
2. No Invite Resending Needed: To avoid sending new invitations, you’re hoping to have these secondary calendars show up again without manually adjusting permissions.

Since OWA and New Outlook share a similar interface, let’s explore a few methods to make the calendar reappear and troubleshoot how permissions might be impacting this. Method 1: Re-Add via PowerShell (Admin Approach) If you have admin rights, PowerShell might allow you to “re-share” the calendar without sending new invites or making manual adjustments in Outlook. Here’s how you could do this:

Open PowerShell as an administrator on your machine.

Connect to Exchange Online by running the following commands:

$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://outlook.office365.com/powershell-liveid/ -Credential (Get-Credential) -Authentication Basic -AllowRedirection Import-PSSession $Session -DisableNameChecking

Use the Add-MailboxFolderPermission cmdlet to re-grant access to the secondary calendar without resending invitations:

Add-MailboxFolderPermission -Identity "******@domain.com:\Calendar Name" -User ******@domain.com -AccessRights Editor

• Replace "******@domain.com:\Calendar Name" with the exact email and name of the secondary calendar.
• Set the AccessRights (e.g., “Editor,” “Reviewer”) as needed.

Close PowerShell with:

Remove-PSSession $Session

This command should refresh UserB’s access without requiring new invites. The calendar should then appear under "Shared Calendars". Method 2: Reconnect Using Outlook Desktop App Cache Clearing Sometimes cached permissions cause issues in Outlook. Clearing the local cache could refresh the connection and make the secondary calendar visible.

1. Clear Calendar Cache in Outlook Desktop:
   • In Outlook Desktop, go to File > Account Settings > Account Settings.
   • Select your Office 365 account, then choose Change > More Settings > Advanced.
   • Uncheck “Download Shared Folders” and click OK.
   • Restart Outlook, then re-enable “Download Shared Folders” by following the same steps.
   • This should re-sync shared folders, potentially making the missing calendar appear.

Method 3: Re-Map Shared Calendars in OWA Using Calendar Links If the above methods don’t work, using a direct calendar link could re-map the shared calendar to each user’s Outlook. Here’s how:

Get a Direct Sharing Link from UserA’s OWA:

• Have UserA go to Outlook on the Web and open their Calendar.
• Right-click the shared secondary calendar and select Sharing Permissions.
• Under permissions, there’s an option for "Can view all details" that provides a link (sometimes labeled as “ICS link”).
• Copy this link.

Add Calendar in UserB’s OWA Using Link:

• UserB can then open Outlook on the Web, go to Add calendar > From internet, and paste the link.
• This approach bypasses the directory and directly maps the calendar.

Troubleshooting & Verification

• Verify Calendar in “Shared Calendars” Section: Once any of these methods are applied, check under Shared Calendars in both Outlook Desktop and OWA.
• Permissions Verification: Reconfirm that permissions for each user are set to at least Reviewer level to ensure visibility.

Notes on “Open Shared Calendar” Option

In the New Outlook experience, Microsoft has removed the classic “Open Shared Calendar” option, replacing it with "Add from Directory." Currently, this limits calendar selection and defaults to primary calendars, as you mentioned. If returning to Legacy Outlook is feasible in your organization, it might allow you to use the “Open Shared Calendar” feature.

• If you do not see "Open Shared Calendar," ensure that you have appropriate permissions set by your IT administrator for accessing shared calendars.
• If these steps do not resolve your issue, consider checking with your IT support team to ensure there are no underlying permission issues or configurations that may be affecting calendar visibility.

These steps should give you options to re-map the calendar without sending invites. Let me know if these methods work for you or if you need more specific guidance with any step!

Appreciate your patience and understanding and thank you for your time and cooperation. Have a great day!

Let me know how it goes! Thank you for being part of the Microsoft Community.

Sincerely,

Microsoft Community Moderator