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How to View All-Day Events in a Shared Outlook Calendar
Question details
Staff members are unable to view all of the all-day events in a shared calendar, whereas the administrator has full visibility of the complete calendar.
- Product
- Microsoft Outlook
- Device & OS
- not provided
- Scenario
- Staff members are attempting to view schedules and all-day events in a shared organizational calendar, such as a Holiday Calendar.
- Observed behavior
- Staff members only see a few all-day events on the shared calendar, while the administrator can see all events without any missing entries.
Ensure your computer has an active internet connection and that your Microsoft Exchange account is properly synchronizing with the server before making any changes.
Enable Shared Calendar Improvements in Microsoft 365
Turning on the Shared Calendar Improvements feature in the Outlook desktop client resolves many synchronization and visibility issues.
Microsoft introduced structural improvements to how shared calendars sync in Outlook for Microsoft 365. Enabling this feature typically forces the client to download all events correctly.
Open the Outlook desktop client. Click on 'File' in the top-left corner, select 'Account Settings', and then click 'Account Settings' from the drop-down menu.
In the Email tab, select your Microsoft Exchange account and click on the 'Change...' button.
Click on 'More Settings' in the bottom-right corner of the window, then navigate to the 'Advanced' tab.
Check the box next to 'Turn on shared calendar improvements'. Click 'Apply', then 'OK', and restart Outlook for the changes to take effect.
Verify and Adjust Calendar Permissions
Ensure that the staff members have been granted the correct permission level to view full details on the shared calendar.
View the Calendar Using Outlook on the Web
If the desktop client continues to experience issues, accessing the calendar via Outlook on the web can act as an immediate workaround.
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Frequently Asked Questions
Why can the administrator see all calendar events but staff cannot?
This discrepancy is usually caused by insufficient read permissions assigned to the staff, or a synchronization bug affecting the local Outlook desktop clients of the staff members while the administrator's client is functioning normally.
Will enabling 'Shared Calendar Improvements' delete any existing events?
No, enabling this feature simply changes the protocol Outlook uses to sync shared calendars from the Exchange server. It does not delete or alter any existing events.
How do I check if there is a Microsoft 365 service outage affecting calendars?
If you are an administrator, you can log in to the Microsoft 365 admin center, navigate to 'Health', and click on 'Service health' to view active incidents affecting Exchange Online or shared calendars.
