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Successful teamwork and smooth communication are essential in the digital workplace. Businesses increasingly depend on programmes like Microsoft Teams and SharePoint to encourage this kind of cooperation. However, have you ever considered how combining your Microsoft Teams calendar with your SharePoint calendar could streamline your operations and save you significant time? Registering in Microsoft SharePoint Training can provide you with the knowledge you need to optimise your productivity.
Let’s discuss how to integrate your SharePoint Calendar with Microsoft Teams when you seek ways to improve team productivity.
Why Integrate SharePoint Calendar with Teams?
Let’s briefly discuss the “why” before getting into the “how.” Various advantages to integrating SharePoint Calendar with Microsoft Teams can significantly improve your workflow:
- Centralised Scheduling: When you integrate Teams with SharePoint Calendar, your team can use a single, unified calendar on a single platform.
- Improved Communication: Sharing schedules and event updates within Teams makes it simple for everyone to stay informed, as the app is designed with communication in mind.
- Better Task Management: When both tools are used in tandem, assigning assignments and tracking due dates become effortless.
- Accessibility: Teams mobile device accessibility allows your team to stay updated.
Step-by-Step Guide to Integrating SharePoint Calendar with Teams
After learning about the advantages, it’s time to discuss incorporating your SharePoint Calendar with Microsoft Teams.
Step 1: Create a SharePoint Calendar
Ensuring a calendar on your SharePoint site is the first step in connecting a SharePoint Calendar with Microsoft Teams. If you already have a SharePoint calendar, you can move on to the following step. If not, though, here’s a simple step on how to make one.
- Navigate to your SharePoint site: To create the calendar, login to the SharePoint site where it is located.
- Go to Site Contents: Click “Site Contents” in the navigation panel on the left to access the site’s contents.
- Add a New App: Click the “Add an App” button in the Site Contents section.
- Select Calendar: A list of available apps will appear when you select Calendar. Once “Calendar” is shown, scroll down and click on it.
- Name Your Calendar: Consider naming your calendar “Team Schedule” or something like that.
- Finish Setup: Your calendar will be added to your SharePoint site when you click Create.
Step 2: Add SharePoint Calendar to Microsoft Teams
The next step is to import your calendar into Microsoft Teams after setting it up in SharePoint. This is the way to accomplish it:
- Open Microsoft Teams: Open Microsoft Teams in your web browser or desktop, then go to the team with the SharePoint Calendar integrated.
- Add a New Tab: Click the “+” (plus symbol) at the channel’s top to add a new tab.
- Select Website Option: Scroll down the pop-up window and choose the “Website” option from the list of tab possibilities.
- Get Your SharePoint Calendar URL: Open your SharePoint site in a new tab in the browser, choose the calendar you wish to integrate, and note its URL.
- Paste the URL in Teams: At this point, return to Teams and paste the URL for the SharePoint Calendar into the URL area of the newly created website tab. Give your tab a name (like “Team Calendar”) corresponding to its intended use.
- Save the Tab: When you click Save or Add, your SharePoint Calendar will open within the chosen Microsoft Teams channel in a new tab.
Step 3: Customise Permissions
After integrating your SharePoint Calendar with Teams, you must ensure all users have the appropriate permissions.
- Go Back to SharePoint: Go to the newly installed calendar on your SharePoint site.
- Modify Permissions: To change permissions, select “Site Settings” by clicking the settings gear icon at the top right corner of the page.
- Under Site Permissions: You can control who can read and change the calendar under Site Permissions. Include the individuals or organisations from your company that have access rights.
- Verify in Teams: After setting up permissions, have your team members check whether they can view the calendar in Microsoft Teams.
Step 4: Sync with Outlook
Syncing the SharePoint Calendar with Outlook may further enhance this integration for users who depend on Outlook for scheduling. This can facilitate keeping team calendars and individual schedules in sync.
- Open SharePoint Calendar: To access your SharePoint calendar, click the “Calendar” tab at the top of the screen.
- Connect to Outlook: The “Connect to Outlook” option will be visible in the toolbar. Press the button.
- Allow Permission: When Outlook tries to connect, it will ask for your permission. After you approve the calendar, it will be immediately added to your Outlook application.
Outlook will also update with changes to the SharePoint Calendar, guaranteeing that your crucial schedules are synchronised between the two apps.
Troubleshooting Common Issues
Despite this connection’s ease, you might encounter a few little problems. Here are some typical issues and solutions for them:
- Calendar Not Loading in Teams: If your SharePoint calendar isn’t loading in the Teams tab, verify that the URL you copied is accurate and that everyone on your team can access your SharePoint site.
- Permission Issues: If a team member cannot view or change the calendar, verify their SharePoint permissions.
- Outlook Sync Problems: If Outlook is not synchronising correctly, reconnect the SharePoint Calendar or look for updates in Outlook and SharePoint.
Best Practices for Using SharePoint Calendar in Teams
To make the most of this capability after integrating your SharePoint Calendar with Microsoft Teams, adhere to the following recommended practices:
- Consistent Naming: Make sure the name of your calendar (for example, “Marketing Team Calendar”) expresses its intended use.
- Standardise Updates: Establish procedures and deadlines for team members to update the calendar. This keeps things clear and the schedule structured.
- Regular Audits: By periodically reviewing permissions and calendar entries, verify that only pertinent events are displayed and that all members have the appropriate access.
- Encourage Usage: To encourage the use of the calendar, remind your team members to check it regularly for meetings, deadlines, and forthcoming activities.
Conclusion
Integrating your SharePoint Calendar with Microsoft Teams can increase scheduling efficiency and foster better teamwork, communication, and consensus-building. The best part is that you don’t need advanced technical knowledge to get this up and running in minutes. The Knowledge Academy offers free resources to walk you through the process and help you realise your full potential if you want to learn these techniques more deeply.