Struggling to view someone’s calendar on Teams?
“I need to coordinate a project meeting with my team, but I’m struggling to find times when everyone is available. I’ve heard Microsoft Teams has calendar functionality, but I’m not sure how to view other people’s calendars to check their availability. Is there a way to see multiple team members’ schedules at once without switching between different applications or sending multiple emails asking for availability?”
Checking someone’s calendar in Microsoft Teams
Calendar visibility is essential for efficient workplace collaboration. Without the ability to view colleagues’ schedules, coordination becomes time-consuming and prone to conflicts. Microsoft Teams integrates with Microsoft 365 calendar functionality, allowing you to set up Teams meetings through Outlook and manage your time—all without leaving the Teams application. This integration streamlines collaboration by providing visibility into your team’s schedule, saving valuable time that would otherwise be spent on back-and-forth communications.
Microsoft Teams view calendar integration options
This tutorial will demonstrate how to access and view calendars in Microsoft Teams, including viewing your own calendar, accessing other people’s calendars, and viewing multiple calendars simultaneously. We’ll assume you have Microsoft Teams installed and configured with a Microsoft 365 account that includes Exchange Online. The methods shown work for both Teams desktop and web applications, though some interface elements might appear slightly different between versions.
How to see my calendar in Teams and access others’ schedules
- Access your own calendar in Teams by clicking on the “Calendar” icon in the left sidebar of the Teams application, which displays your upcoming meetings, appointments, and free/busy information at a glance.
- Change the calendar view by selecting from the options at the top of the calendar interface, where you can choose between Day, Work week, Week, or Month views depending on your planning needs.
- Schedule a new meeting directly from the calendar by clicking the “New meeting” button in the top right corner, which allows you to invite participants and check their availability during the scheduling process.
- View someone’s calendar in Teams by right-clicking their name in the chat or contact list and selecting “View calendar,” though this requires appropriate permissions configured by your administrator.
- Use the scheduling assistant when creating a new meeting by clicking “Scheduling assistant” after selecting “New meeting,” which displays the availability of all invited participants side by side.
- Add specific calendars to your Teams view by clicking the three dots (…) next to the “Calendar” heading in the left sidebar, selecting “Add calendar,” and then choosing from available options like shared calendars.
- View multiple calendars in Teams simultaneously by enabling the calendar overlay feature—click the three dots in the calendar view, select “Calendar settings,” and toggle on any additional calendars you wish to display.
- Access a shared mailbox calendar (if you have permissions) by clicking “Add calendar” and selecting the shared mailbox option from the available calendars list in your organization.
- Adjust your calendar permissions to allow others to view your calendar by opening Outlook web app, going to Settings > Calendar > Sharing and permissions, and setting appropriate access levels for your colleagues.
Pro tip: For quick access to someone’s availability without opening their full calendar, hover over their profile picture in Teams and look for the colored status indicator which reflects their current availability based on their calendar.
Troubleshooting calendar view issues in Teams
- If you can’t view calendar in Teams, verify that you have an Exchange Online mailbox associated with your account, as the calendar functionality in Teams requires Exchange Online integration to function properly.
- When calendar entries are missing or outdated, try refreshing your Teams application by pressing Ctrl+R (Windows) or Cmd+R (Mac), or completely close and reopen Teams to force a sync with the Exchange server.
- If you receive “You don’t have permission” errors when trying to view someone else’s calendar, request that they modify their calendar sharing settings in Outlook to grant you at least “Free/Busy time” permission level or higher depending on your needs.
- If you’re experiencing issues, first try clearing your Teams cache to resolve any synchronization problems.