Connecting SharePoint 2010 Calendars To Outlook 2010 Calendars

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Connecting SharePoint 2010 Calendars To Outlook 2010 Calendars

Like This Blog 4 Spike Xavier
Added by April 11, 2013

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

Click-Calendar-Link-In-Quick-Launch.png

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

Go to Out-of-Box Calendar

Go-To-Out-Of-Box-Calendar.png

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

Add-An-Event.png

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.

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

Create-Event-In-This-Case-I-Added-A-Repeating-Event.png

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

To-Add-To-Outlook-Click-Calendar-Tab.png

I click the Calendar tab in the Ribbon.

Click Connect to Outlook

Click-Connect-To-Outlook.png

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

Click-Allow.png

I click Allow.

Click Yes

Click-Yes.png

I click yes.

Change to Month View

Change-To-Month-View.png

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

Validate-Dates-View-In-Overlay-Mode.png

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.

View in Overlay Mode

View-In-Overlay-Mode.png

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

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  1. Avatar Roger

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

  2. Avatar 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. Avatar 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.
    Thanks!

  4. Avatar 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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