Staff Add the NTC Shared Calendar to Outlook App and Mobile Devices

Owned by Hankej
Last updated: Nov 06, 2023 by Jackie Bell
6 min read

IT has created a NTC Shared Calendar for staff and faculty to utilize in Outlook. This will streamline updates to the NTC academic and payroll calendar that users imported on a yearly basis. The method will be a separate calendar that you overlay on top of your personal calendar.

Instructions

To remove the current entries from Outlook (if you had previously imported them), please watch the following video.

https://ntc.hosted.panopto.com/Panopto/Pages/Viewer.aspx?id=e021cc15-cf2c-4a49-9a69-aac700dc399b

Add the NTC Shared Calendar to Outlook:

  1. In Microsoft Outlook under the calendars section, click on the ellipsis in the bottom left corner and then select Folders.

  1. Once in the folders section, scroll down until you find Public Folders - <your email address>.  Expand the folders until you reach NTC Shared Calendar.

  1. Right click NTC Shared Calendar and click on Add to Favorites.

  1. Add to Favorites pop-up will appear, click on Add.

  1. The NTC Shared Calendar will now appear under the Other Calendar section in Outlook.

  1. To view the entries (payroll, academic, etc.) in the NTC Shared Calendar place a check mark next to the name.

  1. Alternately, you can right click on NTC Shared Calendar and then select Overlay.  By doing this, instead have having two separate calendars, the NTC Shared Calendar will now lay over the top of your personal calendar.

  1. Open Microsoft Outlook.

  2. On the Tools menu, click Public Folders.

  3. In the left pane, under Public Folders, click the Exchange account that you want.

  4. A list of public folders appears.

  • Mail folders are represented by the icon below.

  • Calendars show the icon below.

  • Address books show the icon below.

  • Folders to which you are already subscribed are displayed in bold.

  1. Click the folder that you want to subscribe to, and then click Subscribe.

  • The subscribed folder appears in the navigation pane under Subscribed Public Folders.

  1. To view the contents of the folder, click the folder in the navigation pane. Messages or contacts in the folder appear in the item list. Or, if the folder is a calendar folder, events appear on the calendar. 

  2. Once you have the calendar in your Outlook, click on the Subscribed Public Folders and then click on Organize up top and click the Overlay button.  This should then overlay on top of your personal calendar.

TIP: Start with the Windows instructions to get the NTC Shared Calendar on your Windows or Mac Computer. These instructions are with a Windows Computer.

  1. From your NTC Desktop, go to the NTC Shared Calendar. Right-click on it then go to Share and Email Calendar.

  1. A new email will open up with the “Share a Calendar via Email” Dialog box. Click ok. Once Outlook gathers all the appointment information from the Shared Calendar your email should be formatted as such:

 

  1. In the To: line of the email, you will want to address the email to yourself.  Once you have the email addressed to yourself, send the email. 

WARNING: Please do not open the email from your Desktop. 

  1. Go to your iPhone/iPad and open up the mail client and look for the email you just sent to yourself and open it up. 

  2. Scroll to the bottom of the email you will see an attachment with the ending of .ics:

  1. If you tab once on the attachment, it will open up and look like this:

  1. Click the word Add All and the list of calendars will open up on your iOS device:

TIP: It is highly suggested that you click Add Calendar and the create your new calendar as such.  This way the Shared calendar will be separated from your other calendars.

  1. Once you have the information entered, you can click Done.

  2. As you can see below, there is a new calendar called NTC Shared Calendar.  Now click done again:

  1. From your NTC Desktop, go to the NTC Shared Calendar. Right-click on it then go to Share and Email Calendar.

  1. A new email will open up with the “Share a Calendar via Email” Dialog box. Click ok. Once Outlook gathers all the appointment information from the Shared Calendar your email should be formatted as such:

  1. In the To: line of the email, you will want to address the email to yourself.  Once you have the email addressed to yourself, send the email.

  1. To prepare for adding the calendar to your phone – you must add a new blank calendar to Outlook as to not clutter your personal calendar. To do this simply go to the top bar within your Calendar in Outlook – Select “Open Calendar” > then select “Create Blank Calendar”. Name this calendar “NTC Shared Calendar”.

  1. It will now be under your “My Calendar” section in Outlook.

  2. Go to your Android phone and open up Outlook and look for the email you just sent to yourself and open it up. It should look like this:

  1. Tap the .ICS attachment file at the top and it should open like this:

  1. Click the word “Add All” in the top right and the list of calendars will open up on your device. You will see the calendar “NTC Shared Calendar” that we created in an earlier step. Choose that and click “Add”.

  1. Now the NTC Shared Calendar has been added to your device. If you would like to have the calendar overlaid on your personal calendar just press the settings button in the top left and then select both calendars like this: