How to create and use SharePoint Calendar

In this SharePoint tutorial, we will discuss on SharePoint calendar. We will discuss below topics:

  • What is the SharePoint calendar?
  • How to create a SharePoint calendar in SharePoint 2013/2016 or SharePoint online by using the SharePoint calendar app?
  • How we can add a person or group to the SharePoint calendar
  • How we can add an event or an item to a SharePoint calendar
  • How to work with the SharePoint calendar web part
  • SharePoint calendar overlay
  • SharePoint calendar color coding
  • how to create a calendar view in the SharePoint calendar

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What is SharePoint Calendar?

With Office 365 SharePoint Online calendar we can create events and reminders, we can create personal and team calendars as well.

As the name suggests personal calendars the calendar created will only be seen and accessible to you. With the team calendar, you can share event information and get notified about hat other team members are sharing.

Calendars can be used to show holidays, leaves, delivery dates and other information that is interesting for the whole group.

Group calendar is helpful when you schedule a team meeting because you can see the availability of team members and conference rooms. The calendar will be shared by all users who have access only.

Create SharePoint calendar using Calendar App

We can create sharepoint calendar, which is a list app we can add using Add an app from the Gear icon or Gear Settings.

1. Click on Gear Settings and then on Add an app.

sharepoint calendar
sharepoint calendar

2. Find the app Calendar or Search from the search bar for Calendar list and click on the icon.

create sharepoint calendar
create sharepoint calendar

3. After clicking on Calendar icon a pop-up window comes in which basically ask to pick a name with a unique name. To create Group Calendar click on Advanced Option.

create sharepoint calendar
create sharepoint calendar

4. Pick a proper Name and Description. Click on yes to select Use this calendar as share members’ schedule? for group sharepoint calendar.

sharepoint calendar app
create sharepoint calendar in office 365

Note:

  • You can use this sharepoint calendar to scheduled resources, such as conference rooms, as well as people, set Use this calendar for resource reservation to Yes. This enables you to create events in the calendar that include resources, such as conference rooms.
  • If  “Use this calendar for resource reservation” option is not available, the Group Work Lists feature needs to be enabled for the site from site settings > Manage site features.
  • Resource reservation feature does not exist anymore in SharePoint 2013 and Office 365 SharePoint online.

5. A shared Calendar is created and the same sharepoint calendar can be shared with members and groups in a team or to a single person.

create sharepoint calendar
how to create a calendar in sharepoint 2016/2013

Add Person or Group to SharePoint Calendar

Microsoft Office 365 provides a fantastic collaboration option that enables you to see multiple calendars at the same time.

A group calendar is helpful when you schedule a team meeting because you can see the availability of team members and conference rooms. This feature helps for keeping your team organized.

  • From the Calendar created click on Calendar tab in the ribbon. In the Scope group, click Day Group or Week Group. Click on People and then on Add Person or Group.
sharepoint calendar permissions
sharepoint calendar permissions
  • It pops up a window pane to add resources and Resource Groups. You can enter Resource name from the Find box and then click on add to add the resource calendar and click on OK.
sharepoint calendar permissions
sharepoint calendar permissions
  • You can see a group calendar is created with an added Resource.
sharepoint online calendar
sharepoint online calendar

Note:

The view created using the following procedure is temporary. Each time you refresh the browser, only the initial calendar will appear and display.

How to add Event or Item to SharePoint Calendar?

Now we can see how we can add event or item to sharepoint calendar in sharepoint 2013/2016 or sharepoint online.

  • There are two ways to add an event to the calendar, either you can click on the particular cell from the calendar list like this or you can click on Events from the ribbon and click on New Events.
sharepoint calendar list
Add event to sharepoint calendar list
  • An event adding page appears where you can add particulars as Title, Location, Start and End time, Category. You can also mark this event as All Day Event or Recurrence event.
sharepoint calendar app
Add new event to sharepoint calendar
  • Clicking on Recurrence event you can mark and make this event repeating Daily, Monthly, Weekly or yearly with occurrence limit. Then click on Save to save the calendar.
create sharepoint calendar
create new event in sharepoint calendar
  • An event is saved and created on a particular date and time.
sharepoint calendar
sharepoint calendar
  • After creating an event we can Edit Event and View Events. Click on the event created and then click on Events from the ribbon and then click on edit event or view event.
sharepoint calendar
create view in sharepoint calendar
  • Clicking on Edit Event takes you to the same page where you have created the item or event. Clicking on View Event you can view the event create with all details.
sharepoint calendar list
sharepoint calendar list

Add SharePoint Calendar Web Part

You can add the sharepoint calendar web part, to a sharepoint web part page in sharepoint online. Then click on Add a Web Part then select the calendar list which we have created in the above step and then click on Add.

sharepoint online calendar web part
sharepoint online calendar web part

Create a view for SharePoint Calendar

Now we can see how to create a view for the sharepoint calendar. Open SharePoint calendar which we have created in the above step and From ribbon click on Calendar and then on List Settings in SharePoint Online.

sharepoint 2013 calendar web part
sharepoint 2013 calendar web part

Click on Create View from List Settings here you can also view different views created by default and other views.

sharepoint calendar web part
sharepoint calendar web part

Select Calendar View from View Type.

sharepoint 2016 calendar web part
sharepoint 2016 calendar web part

Give a name to the view you are creating and choose Audience, Time Interval, Calendar Columns, Default Scope, Filter and Mobile settings for this view.

sharepoint calendar list view
sharepoint calendar list view

You can choose Calendar Columns like below:

sharepoint calendar list view
sharepoint calendar create list view

SharePoint calendar overlay & Color Coding

Now we will see how to work with sharepoint calendar overlay and color-coding in sharepoint 2013/2016 or sharepoint online. SharePoint calendar overlay is a feature by using which you can create a combined calendar view of multiple calendars in SharePoint.

Overlay Calendar is another feature from Microsoft Office 365 which enables you to see combined schedules. When you overlay a calendar to a SharePoint group calendar, you can see your own schedule and the group schedule at the same time. This can be helpful for choosing a time for a team event or planning a time to present training. You can overlay another SharePoint calendar as long as both SharePoint calendars are in the same site collection.

Following are steps to create Calendar Overlay:

  • Click on Calendar from ribbon and there you can find Calendars Overlay and click on it.
sharepoint calendar overlay
sharepoint calendar overlay
  • Click on New Calendar to create a view for SharePoint Calendar overlay. You can find Calendars which are already created as no views are created we don’t see any view and maximum 10 views can be created.
sharepoint calendar overlay
sharepoint calendar overlay
  • Create a View with a Name and choose Type with description and choose Color for appropriate color. By this way, you can color code your events in this view.
sharepoint calendar overlay and color coding
sharepoint calendar overlay and color coding
  • Click Find to automatically fill in web addresses and click Resolve. Check the list from the dropdown and check on Always Show to display.
sharepoint calendar overlay
sharepoint calendar overlay and color coding
  • An Overlay SharePoint Calendar is created with a number of calendars and views.
sharepoint calendar and sharepoint calendar overlay
sharepoint calendar and sharepoint calendar overlay

You may like following SharePoint tutorials:

This SharePoint calendar tutorial I have explained how to create SharePoint calendar using SharePoint calendar app. And then I showed how to create and use SharePoint calendar web part.

I also showed what is SharePoint calendar overlay and how to create a SharePoint calendar overlay. Then I showed how can we create a SharePoint calendar list view and SharePoint calendar permissions.

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