A shared calendar with colleagues

Want to share one calendar with your colleagues, such as a calendar for the meeting room or for the whole team? A WebOké mailbox alone can't do this, because an IMAP mailbox has no calendar. With your WebOké Nextcloud you can, even if everyone uses Outlook.

Step 1: share the calendar in your Nextcloud

1. In your Nextcloud, open the Calendar app and create a new calendar, for example Team.
2. Share that calendar with your colleagues or with a group. Choose whether they can only view it or can also edit it.

You can read how to set up sharing in Sharing calendars, making them public and adding them to your website. Your colleagues each need their own user in the same Nextcloud.

Step 2: each colleague connects the calendar in Outlook

• Classic Outlook: each colleague uses CalDav Synchronizer to create a profile for the shared calendar, with their own username and app password (see Your Nextcloud calendar and contacts in classic Outlook). The shared calendar appears in the list when the calendars are discovered.
• New Outlook or the Outlook app: two-way syncing isn't possible here (see Calendar in the new Outlook and the Outlook app). Your colleagues can view and edit the shared calendar in their browser or in the calendar app on their phone instead.

Shared contacts

You share an address book in your Nextcloud in the same way. In classic Outlook, you connect it with an extra profile in CalDav Synchronizer, using an empty contacts folder.

Tips

• Agree on who may add appointments to the shared calendar. Give everyone else read-only access.
• Is a colleague leaving? Read A colleague is leaving: safely taking over files, calendar and shared folders.
• Does your organisation also use Microsoft 365 or Exchange? Then that stays a separate calendar. Don't sync the two with each other, or you'll end up with duplicate appointments.