Overview

Shared calendars prevent scheduling conflicts and ensure team visibility. Most calendar apps support sharing across platforms.

Step 1: Google Calendar

Set up shared calendars in Google Calendar.

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Share calendars in the Microsoft ecosystem.

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Open Outlook Calendar → Home tab → Share Calendar
Select which calendar to share
Enter recipient email addresses
Set permission level: Can view when I'm busy, Can view titles and locations, Can view all details, Can edit
Click Share

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Get the most from shared calendars.

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Appointment scheduling: Share booking links with clients (Google Appointment Slots, Outlook Bookings)
Create recurring events for standing meetings with easy modification of individual occurrences
Use calendar overlays to view multiple team calendars simultaneously
Set up automatic meeting room booking integrated with your calendar system
Enable world clock for teams working across time zones
Use scheduling assistant to find meeting times that work for all attendees

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Always include a clear agenda in meeting invitations
Decline meetings that do not require your presence, it is respectful of your time
Use 'Propose new time' rather than declining outright when the time doesn't work
Include video call links in all meeting invitations by default
Send meeting notes and action items within 24 hours of the meeting
Review and clean up recurring meetings quarterly, cancel meetings that are no longer valuable