Using Calendar Overlay to view your Outlook Calendar in SharePoint

Relates to: SharePoint 2010

In SharePoint 2010, you can now overlay an Outlook Calendar onto a SharePoint calendar list and essentially aggregate multiple calendars into one view! This new functionality is a lot better than what was available in Sharepoint 2007, where users could only view Outlook calendars using the “Outlook Web Access” calendar web part.

In this blog post, I’ll go through how to overlay an Outlook calendar in SharePoint.

Create the Calendar list

Let’s start by first creating the calendar list:

  1. On the site, click Site Actions > View All Site Content > Create
  2. Choose the “Calendar” list template, give your calendar a name and click Create:

Create Calendar

Add the Outlook Calendar

Once the calendar list is created, in the ribbon, click on the tab for Calendar Tools > Calendar and choose Calendars Overlay:

Calendar Overlay

Click New Calendar

Give the calendar a name and choose the “Exchange” calendar type

For the urls you’ll need to point to your OWA and Exchange web service url.  You can use the “Find” option to have SharePoint find the Exchange web service url associated with the OWA url. Here is an example:

Calendar Settings

And here is the result!

Overlay Result

Limitations

  • You can overlay up to ten calendars
  • Calendar Overlay doesn’t work using the v3 UI
  • I can’t seem to figure out how to show another person’s calendar by default, which I feel like you should be able to do! (so if you know, let me know!)

Conclusion

Being able to overlay calendars in SharePoint 2010 allows users to view SharePoint calendar events and Outlook events in one view, which is great for projects and personal productivity in that you can compare your personal calendar to either a team or project meeting schedule immediately! You should try out this new 2010 feature!

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4 Responses to Using Calendar Overlay to view your Outlook Calendar in SharePoint

  1. Bill Koechig says:

    Hi Jaclyn. Nice blog. I was wondering if you had any experience with displaying the events from a calendar with 3 overlays in Outlook. I can get the individual calendars to show their respective events but when I link the conbined calendar to Outlook, it only shows event created natively in that calendar. Event creation is 2-way between this calendar as well (Sharepoint 2010-Outlook 2010, Outlook 2010 – Sharepoint 2010).

    Thanks.

    Bill

  2. Jaclyn says:

    Hi Bill,

    I played around with the calendar overlay and I get the same results as you. Looks like the only was to overlay the calendars in Outlook is to connect each of the calendars individually and then overlay them within Outlook.

  3. Andrew Brooks says:

    …and I can’t seem to display other individuals calendars. I jsut get “Busy” displayed, and their appointments replicate the “Busy” information for my calendar! I’m doing everything right, and the URLs point to OWA and Exhcnage, but it just won’t display detail in others calendars. Any ideas anyone?

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