Hi everyone, my name is Kevin. Today I want to
show you how you can create a shared calendar in Microsoft Teams, and to create a shared
calendar, I’m going to use both Microsoft Teams and SharePoint to do this. As full disclosure
before we jump into this, I work at Microsoft as a full-time employee. Now first off, why would
you want to create a shared calendar? Well, maybe you're a teacher and you want to create a
shared calendar so all of your students can see when various assignments are
due, or they could
see when different tests are coming up. Maybe you work at an office and you want to use a shared
calendar to track when everyone's taking vacation or maybe you're a lawyer in a small practice
and you want to see what the calendar looks like for the other lawyers across your
practice. Whatever the reason is, the good news is it's very easy to set up a
shared calendar and I'm going to show you step by step how you can do that. All right, well why
don't we jump on the PC an
d I'll show you how. Here I am on my PC and I have Microsoft Teams open
in my browser. You could also access Microsoft Teams through the desktop app. When I create the
shared calendar, everyone who has access to this team will also get access to the shared calendar.
To see who will get access, what I can do is let's go over to your teams and here's a team I set
up called the Kevin Stratvert YouTube channel. When I click on the ellipses, I can go down to
manage team and within manage team, i
f I expand this option here, I could see all the different
members of the team. All of these people will gain access to the shared calendar that we're going
to create. So, let's go back to the main team channel and the way we're going to create a shared
calendar is through SharePoint. Now every single Teams team has a SharePoint site backing it, and
to get to the SharePoint site, the easiest way to do it is to go up to the tabs here and
to click on files. Once we click on files, you'll see
another level or another layer of
tabs here and we want to click on this open in SharePoint. What this will do is this will open up
the SharePoint site that backs my team in Teams. What we want to do is over on the left-hand
navigation, let's go ahead and click on home, and once we're on the home view, we're going
to click on the new drop down list right here, and once this sub menu appears, let's go all the
way to the bottom and click on the one that says app. Within the app view, you'll s
ee a whole bunch
of different apps you can add to your SharePoint site. The one we're interested in today is the one
that's called calendar and let me click on that and now I can assign a name to this calendar. So,
I gave it the very original name of calendar and now I'm going to click on create. Once I create
the calendar, SharePoint drops me in the site contents area. This shows me all of the different
site contents associated with this SharePoint site and the one that I just created is t
he one called
calendar. So, I'm going to click into this. Once I click in, I see my calendar view and some of the
things that I can do within this view is up here on the top bar, I could click on events and here I
could create various events. I could also click on calendar and here I could shift the view whether I
want it to be a day view, a week view, and I have all sorts of different calendar controls. I want
to get this shared calendar into Microsoft Teams and to do that, it's very simpl
e. All I need to do
is go up to the address bar and then I'm going to copy this address. Once I copy the address,
let's shift back into Microsoft Teams. So, I'm in the browser, so I'm going to click on
the Teams tab. If you're in the desktop app, feel free to navigate back to the desktop app.
Back here, now what we could do to bring the shared calendar in, we could click on this
plus icon, which allows us to add a new tab and right here it brings up the add a tab dialogue
and within this d
ialogue, what we want to do is click on the option that says website. We just
copied this URL and we're going to paste it into this URL field. Now we could name it something
and for the tab name, maybe I'll just call this calendar and here I could indicate whether I want
this to post to the channel so everyone's aware that I've now added a new tab. That seems like
a good thing to do, so I'll leave that checked and now that I've entered the name, I've also
entered the URL. Let's go ahead and
click on save. What you'll see happen now is I have a new tab
on the top bar so I could click on into each tab. Here's my post’s view. Within posts, what you'll
see is it lets everyone know that there's a new calendar tab on top. If I click into files, I see
my shared files and now if I click into calendar, I'll see a shared calendar for this group. Anyone
in this team can now access this calendar and so in the example I gave before, let's say you work
for an organization where you want to
keep track of your vacations in Teams and so everyone can see
when you know various people in the team are out. You could do that here or if you're a teacher and
you want to create assignments or when tests are coming up on this calendar, you could go ahead
and do that. Here when I hover over a date, you'll see there's an option to add different
events to the calendar. Not only can you add the calendar directly here within Teams, you
could also connect it to Microsoft Outlook and to do tha
t we're going to navigate back
to SharePoint. Once I click on SharePoint, within the calendar pivot on top of the page,
there's an option here that's under the connect and export section called connect to Outlook. If
we click on that, what it'll ask me to do or it prompts me if I want to open this in Outlook and
click on open Outlook and once Outlook opens up, I'll see a prompt that asks me whether I want
to connect this SharePoint calendar to Outlook and yes, I do. So, I'm going to click o
n yes and
what you'll see happen now is I now have my Kevin Stratvert YouTube channel calendar in my Outlook
and here it's alongside my personal calendar. I'm going to close my personal calendar so the
shared calendar will take up the full screen and what I can do now that I'm in Outlook and I
have the calendar view up, I could create events within here. So, let's say that tomorrow I want to
create an event. Let me go ahead and create this. So, I've created an event here on my calendar.
No
w when I go back into Microsoft Teams, I'm back in the calendar view. Here I could see the
events or the appointment that I just added within Outlook and that shows up on the shared calendar.
That was a quick tutorial showing you how you could add a shared calendar into Microsoft Teams
and how you can also connect that shared calendar to Microsoft Outlook all using SharePoint as the
back end for the calendar. If you learned how to create shared calendars and add it into Microsoft
Teams, ple
ase give this video a thumbs up. If you want to see future videos like this, hit
that subscribe button. That way you'll get a notification anytime new content like this comes
out. And lastly, if you want to see me cover any other topics in the future, please leave a comment
down below and I'll add it to my list of videos to create. All right, well, that's all I had for
you today. I hope to see you next time. Bye.
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