Adding appointment to shared calendar

Question

I have access to edit, change, delete a shared calendar, but I cannot add an appointment. How do I allow access to add an appointment to shared calendar?

Answer 1

Hi @Kimberly Twomey, 

I hope you're doing well today. 

Based on the information you shared that you currently have edit, change, and delete permissions on a shared calendar in Outlook for Web, yet you are unable to add new appointments to it. 

This situation typically occurs because having general editing access does not always automatically grant the ability to create new items in a shared calendar. In Outlook for Web specifically, the calendar owner needs to confirm that your permission level is correctly set to "Can edit" through their sharing settings, as an incomplete or outdated permission configuration can cause certain actions, such as adding new appointments, to remain unavailable even when other editing functions appear to work.

To help you move forward, please try the following workarounds below: 

1/ Ask the calendar owner to resend sharing permissions 

• Have the calendar owner open Outlook for Web and navigate to their Calendar. 
• Right-click the shared calendar, then select "Sharing and permissions." 
• Locate your name in the list and ensure your permission level is set to "Can edit." 
• Remove your current access and re-add you by entering your email address and selecting "Can edit," then click Share. 
• Once you receive the new sharing invitation, accept it and attempt to add an appointment again. 
• Reference: Share and access a calendar with edit or delegate permissions in Outlook - Microsoft Support 

2/ Add the appointment directly from the shared calendar view 

• In Outlook for Web, click on the Calendar icon in the left navigation panel. 
• Under "Other calendars," locate and click on the shared calendar to open it in the main view. 
• Make sure you are viewing the shared calendar specifically (not your personal calendar) by confirming the calendar name shown at the top. 
• Click on any available time slot directly on the calendar grid and select "New event" to create the appointment from within the shared calendar context, this ensures the event is added to the correct calendar. 
• Reference: Manage someone else's calendar in Outlook on the web - Microsoft Support 

3/ Use the "New Event" option and manually select the shared calendar 

• Click the "New event" button at the top left of your Calendar in Outlook for Web. 
• In the event creation window, look for the calendar selector field (typically displayed below the event title). 
• Click the dropdown and select the shared calendar name instead of your personal calendar. 
• Fill in the appointment details and click Save. 
• If the shared calendar does not appear in the dropdown list, this confirms the permission level needs to be updated by the calendar owner using Solution 1 above. 
• Reference: Share your calendar in Outlook on the web - Microsoft Support 

4/ Contact IT administrator:       

Since your account is managed by your organization, please contact your IT administrator to review your permissions and policies. If the issue persists after these checks, ask your IT administrator to submit a support request directly to Microsoft Support team.           

They can raise a support ticket by visiting: Get support - Microsoft 365 admin | Microsoft Learn 

In case you do not know who is your IT admin, kindly refer to this article: How do I find my Microsoft 365 admin? - Microsoft Support 

As community moderators, we appreciate your understanding that our access to internal development details is limited. Our primary role is to guide users toward the appropriate resources and support channels. While we may not have visibility into deeper backend analysis, we’ll continue doing our best to support you within the scope of our responsibilities.          

I hope this information is helpful. Please follow these steps and let me know if it works for you. If you have any updates regarding the issue, please feel free to share them with me.           

Thank you for your patience and your understanding. I look forward to continuing the conversation.  

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Answer 2

To add appointments to a shared Outlook calendar, you must have the appropriate permissions. If you can view, edit, or delete items but cannot create new appointments, ask the calendar owner to review your sharing permissions.

The calendar owner should open Calendar Settings, go to Shared Calendars, select the shared calendar, and ensure your permission level is set to "Can edit" or a higher level if required.

If you already have edit permissions, try removing and re-adding the shared calendar, refreshing Outlook, or testing in Outlook on the web. Also, make sure the calendar is a shared Outlook calendar and not a read-only Internet calendar subscription.

If the issue persists, please provide the Outlook version you are using (Outlook on the web, new Outlook, or classic Outlook desktop).

Answer 3

In Outlook on the web, the ability to add appointments or all-day events to a shared calendar depends on the folder permissions on that calendar. Even if the calendar appears under “shared” and can be viewed, appointments cannot be created unless the account has at least Author/Editor-level rights on the calendar folder itself.

To allow adding appointments to the shared calendar, the calendar owner or an Exchange admin must grant appropriate folder permissions:

1. Ensure the user has at least Author (can create and edit own items) or Editor (can create, edit, and delete all items) rights on the shared calendar folder.
2. This can be done either:
   • By an admin using Exchange PowerShell, for example:

          Set-MailboxFolderPermission -Identity "AliasOfSharedMailbox\Calendar" -User "UserAlias" -AccessRights "Author"
     

     where AliasOfSharedMailbox is the shared mailbox alias and UserAlias is the user who needs to add appointments.
   • Or by the calendar owner in Outlook/Outlook on the web by opening the shared calendar’s Properties/Permissions and assigning Author or higher in the Permission Level list.

If the shared calendar is being opened only via free/busy (read-only) view, appointments will be created in the user’s own calendar instead of the shared one. Ensuring proper folder permissions and opening the actual shared calendar (not just free/busy) resolves this.

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References:

• User cannot create an appointment or all day event in the calendar of a shared mailbox in an Exchange Server 2007 or 2010 environment
• Share and access a calendar with edit or delegate permissions in Outlook