Shared calendar not showing up or syncing for some team members in Microsoft 365
Shared calendar sync breaks when the person doesn't have permission to see it, or when Outlook on their computer hasn't refreshed the list yet. Ask them to check that the calendar shows up in their Outlook calendar list. If it doesn't, click the three dots next to their calendar name in your Outlook and make sure Sharing is turned on.
When you share a calendar with someone in Outlook, they need permission to see it and Outlook needs to refresh to show the new calendar in their list. Sometimes the permission gets stuck, or Outlook doesn't pull the update right away. Checking the sharing settings and restarting Outlook fixes most cases. If one person can see it and another can't, it's a permission issue.
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Skip — I just want a technicianCommon mistakes to avoid
- Sharing with someone's name instead of their email address — Outlook needs the email to find the right person
- Sharing with Read-only permission when they need to see future events — use Editor permission
- Not restarting Outlook after changing sharing settings — the app needs to reopen to pull the update
Signs you need professional help
- The calendar is shared, they've restarted Outlook, and it still doesn't show up
- Some team members see it and others don't even though you shared it with all of them
- Events appear on your calendar but take hours to show up on theirs
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