Calendar Problems

Best Microsoft Calendar for Multiple Users to View and Add Events

Maira Mehtab Sep 27, 2026 869 views

Question details

The user is looking for the best Microsoft application to allow multiple team members to view and add events to a centralized calendar.

Product: Microsoft 365
Device & OS: not provided
Scenario: Setting up collaborative team scheduling and event management.
Observed behavior: Needs a collaborative calendar solution to let multiple users view and edit events simultaneously.

Before you start

Before configuring your calendar, ensure you are logged into your Microsoft 365 account and have the email addresses of the users you wish to invite.

Solution 1Recommended

Set Up an Outlook Shared Calendar

The standard and most reliable method for multiple users to view and add events is using an Outlook shared calendar within Microsoft 365.

Outlook provides native support for sharing personal or dedicated calendars. By adjusting the permission settings, you can allow specific colleagues not only to view your schedule but also to create and modify events on your behalf.

Open Outlook Calendar

Launch Microsoft Outlook and navigate to the Calendar view from the bottom left navigation pane.

Access Sharing Options

Right-click the specific calendar you want to share under 'My Calendars', and select 'Sharing Permissions' or click 'Share Calendar' on the Home tab.

Add Users

Click the 'Add' button and type the email addresses of the team members who need access.

Grant Edit Permissions

Select the user's name, change their permission level to 'Can edit' in the dropdown menu, and click 'OK' to send the invitation.

Permission levels: Users with 'Can edit' permissions have full rights to add, modify, and delete events, making it ideal for team collaboration.

Solution 2

Use Microsoft Planner or Shifts for Enterprise Workflows

For task-based scheduling or shift management, Microsoft Planner and Shifts are excellent alternatives for teams.

Free Microsoft Office alternative

Manage Team Schedules with WPS Office

While Outlook is great for email-based calendars, you can also manage team schedules effectively using highly customizable spreadsheet templates in WPS Office. It is a free, lightweight alternative that is fully compatible with Microsoft Office formats, offering seamless migration and a familiar UI.

1. Download WPS Office: Install WPS Office for free on your PC or mobile device.
2. Access Calendar Templates: Open WPS Spreadsheet and browse the extensive template library for 'Team Calendar' or 'Schedule'.
3. Collaborate with Your Team: Save your schedule to WPS Cloud and share the collaboration link with your team to let multiple users view and edit the file.

Fully compatible with Microsoft Excel (.xlsx) schedule formats.Free and lightweight office suite with real-time collaboration.Hundreds of free calendar and schedule templates to customize.Familiar user interface for a seamless transition from Microsoft Office.

microsoft office alternative - wps office

Frequently Asked Questions

Can users outside my organization edit a shared Microsoft calendar?

By default, external users may only have view access. To allow external users to add events, your Microsoft 365 administrator must enable external sharing with edit permissions in the Exchange admin center.

What is the difference between an Outlook shared calendar and a Microsoft 365 Group calendar?

An Outlook shared calendar belongs to a specific user who grants access to others. A Microsoft 365 Group calendar is automatically created for a team and belongs to the group, allowing all members to view and edit events by default.

Why can't my team members edit events on the shared calendar?

If team members cannot edit events, their permission level might be set to 'Can view' instead of 'Can edit'. The calendar owner needs to right-click the calendar, go to Sharing Permissions, and upgrade their access level.

Does Microsoft Planner have a calendar view for the whole team?

Yes, Microsoft Planner includes a Schedule view that displays all team tasks on a calendar. However, it is designed for task deadlines rather than traditional meeting invites.

Outlook & Email Problems