Sharepoint Calendar: A Step-by-Step Guide to Add or Create One

Juggling schedules and keeping everyone on the same page can be a real headache, but a SharePoint Calendar is here to save the day! Whether you’re coordinating team meetings, tracking project deadlines, or planning events, SharePoint offers a seamless way to manage it all.  

This blog guides you through creating and customising your SharePoint Calendar, integrating it with Outlook and Teams, and ensuring it's secure. Ready to transform your team’s productivity and make scheduling a breeze? Let’s explore how you can make the most of this fantastic tool! 

Table of Contents 

1) Understanding SharePoint Calendars  

2) How to Create a SharePoint Online Calendar?  

3) Integrating with Other Microsoft Products  

4) Securing Your SharePoint Calendar  

5) Conclusion 

Understanding SharePoint Calendars 

SharePoint Calendars function similarly to other online calendars but offer unique advantages, especially for teams working within Microsoft environments. They allow you to share events, tasks, and schedules with team members, making collaboration easier and more efficient. If you're preparing for a role that involves working with SharePoint, reviewing SharePoint Interview Questions can help you understand how to leverage SharePoint Calendars and other features to streamline team collaboration.

Key benefits of SharePoint Calendars include:
 

a) Collaboration: SharePoint Calendars can be shared with multiple users, allowing everyone to stay informed about upcoming events and tasks. 

b) Customisation: You can customise the calendar to suit your specific needs, including adding categories, colour-coding events, and setting reminders. 

c) Integration: SharePoint Calendars can be integrated with Outlook and other Microsoft Office tools, providing seamless connectivity. 

d) Accessibility: As part of the SharePoint platform, the calendar can be accessed from anywhere with a network connection, making it perfect for remote teams.
 

How to Create a SharePoint Online Calendar? 

Creating a calendar in SharePoint is a straightforward process. Here’s a step-by-step guide: 

Step 1: Access Your SharePoint Site 

a) Log in to your SharePoint account 

b) Navigate to the site where you want to add the calendar 

c) Make sure you have the necessary permissions to create new items on this site 

Step 2: Add a Calendar App 

a) Click on the Settings icon in the top right corner 

b)  From the dropdown menu, select Add an app 

c)  In the search box, type Calendar 

d) Click on the Calendar app when it appears in the search results 

e) Enter a name for your calendar, such as "Team Schedule" or "Project Deadlines" 

Step 3: Configure Calendar Settings 

a) Once the calendar is created, click on its name to open it 

b) Select the Calendar tab in the ribbon at the top of the page 

c) Select Calendar Settings from the dropdown menu 

Step 4: Customise the Calendar 

a) Permissions: Set permissions to determine who can view, edit, and manage the calendar. This is crucial for maintaining security and control. 

b) Categories: Add categories to organise events. For example, you can create categories for meetings, deadlines, and personal reminders. 

c) Views: Customise the calendar view to show events by day, week, or month. You can also create custom views if needed. 

Step 5: Add Events 

a) Click on New Event to start adding events to your calendar 

b) Fill in the event details, including title, location, start and end times, and any other relevant information 

c) Set reminders or alerts if needed to notify team members 

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Integrating with Other Microsoft Products 

One of the standout features of SharePoint Calendars is their ability to connect with other Microsoft products, especially Outlook. Here's how you can make the most of these integrations: 

Sync with Outlook 

a) Open your SharePoint Calendar and click on the Calendar tab in the ribbon. 

b) Select Connect to Outlook. This will open your Outlook application and prompt you to add the SharePoint Calendar. 

c) Once added, the calendar will appear alongside your other Outlook calendars, allowing you to view and manage events seamlessly. 

Use with Microsoft Teams 

a)  SharePoint Calendars can be integrated into Microsoft Teams for real-time collaboration 

b) Open Teams and navigate to the channel where you want to add the calendar 

c) Select + (plus) to add a new tab, and select SharePoint 

d) Choose the calendar you want to add, and it will be accessible directly from Teams 

Securing Your SharePoint Calendar 

Security is a top priority when managing team schedules and events. Here’s how to ensure your SharePoint Calendar is secure: 

Set Permissions 

a) Go to your SharePoint Calendar and click on Calendar Settings 

b) Under Permissions and Management, select Permissions for this list 

c) Customise permissions for different user groups, ensuring that only authorised personnel can view or edit the calendar 

Regular Audits 

a) Conduct regular audits of your calendar permissions and settings 

b) Check for unauthorised changes or unusual activity and address any security concerns promptly 

Educate Users 

a) Provide training for team members on how to use the SharePoint Calendar securely 

b) Encourage best practices, such as using strong passwords and reporting any suspicious activity 

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Conclusion 

Creating and managing a SharePoint Calendar is a simple yet powerful way to keep your team organised and on track. By following these steps, you can create a customised calendar that integrates seamlessly with other Microsoft tools and ensures the security of your data. Give it a try, and see how SharePoint can transform your team's productivity! 

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