After switching from classic Outlook to the new Outlook for Windows, many users cannot find the shared calendars of their teammates. In classic Outlook, shared calendars appeared automatically in the navigation pane or through the Open Shared Calendar option. The new Outlook uses a different interface and a redesigned navigation system that moves these calendars to a different section. This article explains exactly where to find teammate calendars in the new Outlook and how to add them if they do not appear.
Key Takeaways: Finding Teammate Calendars in New Outlook
- Calendar icon in the left navigation pane: Switches your view from mail to calendar, where all calendars are listed on the left side under My Calendars and Other Calendars.
- Add calendar > Add from directory: The primary method to search for and add any teammate calendar by name or email address.
- Shared calendars sent by email: Click the Open this calendar button inside the sharing invitation message to add it automatically to your Other Calendars list.
Why Teammate Calendars Disappear in New Outlook
The new Outlook for Windows is a completely rebuilt application based on Outlook on the web. It does not use the same profile and account configuration as classic Outlook. When you switch, your mailbox and primary calendar transfer automatically, but shared calendars and delegate permissions often do not migrate. Classic Outlook stored shared calendar connections as part of your Exchange profile or as separate mailbox permissions. The new Outlook retrieves these connections differently, so many previously visible shared calendars do not appear after the switch.
Another reason is that the new Outlook uses a simplified navigation pane. In classic Outlook, shared calendars appeared directly in the folder list under Shared Calendars or Other Calendars. The new Outlook hides these under the Calendar module and requires you to manually add them again through the Add calendar feature. This is not a bug; it is a deliberate design change to reduce clutter and give users more control over which calendars they see.
If you were a delegate for a teammate calendar, the new Outlook should automatically detect that permission and show the calendar after you open it once. But for simple shared calendars where you only have read access, the calendar will not appear until you add it using the directory search method.
Steps to Find and Add Teammate Calendars in New Outlook
Follow these steps to locate and add a teammate calendar in the new Outlook for Windows.
- Open the Calendar module
Click the Calendar icon in the left navigation pane. It looks like a small calendar page icon. This switches your view from mail to the calendar view where all your personal and shared calendars are listed. - Locate the calendar list on the left side
In the calendar view, look at the left panel. You will see two sections: My calendars and Other calendars. My calendars contains your primary mailbox calendar. Other calendars is where shared calendars appear once added. - Click Add calendar
At the top of the calendar list, click the Add calendar button. A dropdown menu appears with options: Add from directory, Add from email, and Add from internet. - Select Add from directory
Click Add from directory. A search box opens where you can type the name or email address of the teammate whose calendar you want to add. Start typing and select the correct person from the search results. - Choose the calendar type
After selecting the person, a dialog box appears asking what type of calendar you want to add. Choose Calendar (not Mailbox or Contacts). The new Outlook will check your permissions and add the calendar to the Other calendars section on the left. - Verify the calendar appears
Look under Other calendars in the left panel. You should see the teammate name followed by Calendar. Click the checkbox next to it to show or hide the calendar in the main view. The calendar entries will display in the color assigned by the teammate.
Alternative Method: Open a Calendar from a Sharing Invitation
If your teammate sent you a calendar sharing invitation by email, open that email in the new Outlook. Inside the message, you will see an Open this calendar button. Click it. The calendar is added automatically to your Other calendars list. You do not need to use the Add calendar menu in this case.
Add a Calendar for a Delegate Mailbox
If you have delegate access to a teammate mailbox, meaning you can send emails on behalf of that person, the calendar should appear after you add it once using the Add from directory method. After that, it stays in your calendar list permanently. If it does not appear, verify your delegate permissions with your Exchange administrator.
If the Calendar Still Does Not Appear
Calendar is not showing in Other calendars after adding it
This usually means the new Outlook did not finish syncing the calendar. Wait a few minutes and refresh the calendar view by pressing F5 on your keyboard. If it still does not appear, remove the calendar by right-clicking it under Other calendars and selecting Remove. Then repeat the Add from directory steps.
Search returns no results when adding from directory
The directory search in new Outlook uses the global address list from your organization. If the teammate is not in the same Exchange organization or has a hidden mailbox, the search will return no results. In that case, ask the teammate to send you a calendar sharing invitation by email and use the Open this calendar button in the message.
Calendar shows as read-only and cannot be edited
This is by design. The new Outlook respects the permissions set by the calendar owner. If you only have read access, you cannot add, edit, or delete events on that calendar. To request edit access, contact the calendar owner and ask them to change your sharing permissions to Can edit.
Multiple calendars for the same teammate appear
If a teammate has multiple calendars in their mailbox, such as a shared calendar and a personal calendar, each will appear separately under Other calendars. You can right-click any unwanted calendar and select Remove to hide it.
New Outlook vs Classic Outlook: Where Shared Calendars Appear
| Item | New Outlook | Classic Outlook |
|---|---|---|
| Default location for shared calendars | Other calendars section in Calendar module | Shared Calendars or Other Calendars in folder pane |
| Method to add a teammate calendar | Add calendar > Add from directory | Open Shared Calendar or File > Open > Other User’s Folder |
| Calendar from sharing invitation | Open this calendar button in email | Open this calendar button in email |
| Delegate mailbox calendar | Added once via Add from directory, then persists | Appears automatically after adding mailbox |
| Permissions visible in calendar list | Not shown in list; check via right-click > Calendar permissions | Shown in folder properties |
After switching to the new Outlook, you must manually add teammate calendars using the Add calendar feature in the Calendar module. The calendars do not transfer automatically from classic Outlook. Use the Add from directory option to search for any teammate by name or email. If the directory search fails, ask for a sharing invitation by email. After adding a calendar once, it remains in your Other calendars list permanently. For delegate mailboxes, verify your permissions with your administrator if the calendar does not appear after adding it.