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  • Connecting SharePoint 2010 Calendars To Outlook 2010 Calendars

    In this blog I'll connect an out of the box calendar list from a team site to my outlook calendar. This will allow me to quickly add dates to my SharePoint calendar and know that they are pushing down to my Microsoft Outlook 2010 installation.
    This environment is the top level site of a Site Collection based on an out of the box Team Site Template. I am logged in as a site collection administrator however you should be able to perform this on any calendar list if you have at least contributed permissions (in the members group).
    I do NOT have the publishing feature on, but even if I did this should work.

    Click Calendar Link in Quick Launch


    First, I click the Calendar link in the quick launch of my team site.

    Go to Out-of-Box Calendar


    This takes me to an out-of-the-box Calendar List in SharePoint 2010 with the Monthly view as the default view.

    Add an Event


    I'm going to add the Monthly AZ SharePoint Pros User Group Meeting to my SharePoint calendar. We meet the first Wednesday of every month so I'll go to the next Wednesday and mouse over the date and click the Add button that pops up.

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    Create Event. In this case, I added a Repeating Event


    I fill out the form appropriately for a repeating event on the first Wednesday of every month and click Save.

    To Add to Outlook, click the Calendar tab


    I click the Calendar tab in the Ribbon.

    Click Connect to Outlook


    I click Connect to Outlook. At times, the icon will be small depending on the screen real estate available to SharePoint, in most cases, it will look like the image above.

    Click Allow


    I click Allow.

    Click Yes


    I click yes.

    Change to Month View


    The calendar will open in Outlook 2010 and show in side-by-side view of the day. I'm going to switch to month view and go to the next month.

    Validate Dates View in Overlay Mode


    I can see my AZ SharePoint Pros meeting date but I want to see the calendars stacked upon one another so I right click the calendar in the navigation pane and choose Overlay.

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    View in Overlay Mode


    Much Better. In overlay mode, I can see the calendars stacked on top of each other which will help to prevent me from double scheduling. That's all there is to it. There is a lot more functionality to go into for advanced capabilities but for now, this is how to connect a calendar from SharePoint 2010 to Outlook 2010.

    Spike Xavier
    SharePoint Instructor – Interface Technical Training
    Phoenix, AZ

    See what people are saying...

    1. Roger

      Using the instructions above to share a calendar between schedulers and Maintenance associates.
      works Great
      thanks for the information.

    2. Larry Heers

      I was wanting to be able to sign up for something on the SharePoint Calendar and have it populate my outlook calendar automatically. This only allows you to bring the entire calendar over from SharePoint which has multiple people signed up.

    3. Meghan Ellis

      If the “Connect to Outlook” button is greyed out, how can that be fixed? Is it a settings option within SharePoint? I have other calendars that connect perfectly, but one particular calendar with the option to connect to outlook that is greyed out.

    4. Jeanne Hunter

      Nice article. Thanks.
      I have a SharePoint 2010 calendar on my main site connected to Outlook 2010. The main site calendar is confirgurd to display a calendar from a subsite, which it does in SharePoint but not in Outlook. I suppose I could overlay the subsite calendar separately, but wondered if there’s an easy way to get them both to display in a single step. Thanks, Jeanne

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