Adding a public folder calendar to Outlook

Some departments have public folder calendars. With appropriate permissions, you can add these to Outlook.

What is a public folder calendar?

Public folder calendars are used for a variety of purposes including conference room and vehicle booking. Ask your manager if your department utilizes any public folder calendars. Permissions to one or more public folder calendars may have been granted to you during the hiring process if requested by your hiring manager. 

How do I add a public folder calendar to my Outlook?

To add a public folder calendar to Outlook, follow the instructions for your computer operating system, or add to your Outlook web calendar via a browser.

Windows

1. Open Outlook.
2. Click the ellipsis icon (3 dots) at the bottom of the left panel, then select 'Folders'.
3. Click the arrow next to 'Public Folders - your email address'
4. Click the arrow by 'All Public Folders' to expand it
5. Click the arrow by 'Departments' to expand it, then find your department and expand the folder
6. Find the calendar you wish to add
7. Right click the calendar and select 'Add to Favorites...'
8. Click the 'Add' button on the popup window
9. Click the Calendar icon and confirm that the public folder calendar now appears under 'Other Calendars' in the side menu.
10. Check or uncheck the circle beside the calendar to toggle visibility

macOS

1. Open Outlook with New Outlook slider set to Off
2. Go to the 'Tools' menu at the very top of your screen and select 'Public Folders'.
3. Click on Departments folder
4. Browse the list of departments until you find your department
5. Open your department folder and locate the calendar you wish to add
6. Select the calendar, then click the green 'Subscribe' button. Close the window.
7. Open the calendar and confirm that the calendar now appears under Subscribed Public Folders
8. Check or uncheck the circle beside the calendar to toggle visibility

Browser - Outlook web access

1. Log in to Outlook web access
2. Open your calendar
3. Click on Other Calendars and click on the ellipses (three dots)
4. Select Add Public Folder from the menu
5. Click the arrow by All Public Folders
6. Click the arrow by Departments
7. Click the arrow by your department
8. Select the calendar you wish to add
9. Confirm that the selected calendar appears bolded
10. Close the Add Public Folder window (upper right X)
11. Confirm that the selected calendar now appears in the 'Other Calendars' section
12. Check or uncheck the circle beside the calendar to toggle visibility