--- title: "One organization calendar from SharePoint, Outlook and Planner" description: "A 14-minute walkthrough of Virto Calendar App: SharePoint lists, an Outlook group calendar, rooms, Planner and holidays in one calendar, with chapters." url: https://www.virtosoftware.com/videos/one-organization-calendar/ language: en-US last_modified: 2026-11-02T00:00:00+01:00 translations: de: https://www.virtosoftware.com/de/videos/one-organization-calendar/index.md --- Recorded walkthrough · 14 min · English # One organization calendar from SharePoint, Outlook and Planner Company events, time off, IT changes, the marketing group's Outlook calendar, two meeting rooms, a Planner launch plan and public holidays in one calendar. Then the views, colours, who sees what, a SharePoint page and a Teams tab, where your data stays and what Microsoft's EWS shutdown changes. [Play the video](https://www.youtube.com/watch?v=eDKCdhVL_5Q) ## Chapters Click a time to start the video at that chapter. The docs link under a chapter covers the same step in writing. 1. [0:00](https://www.youtube.com/watch?v=eDKCdhVL_5Q&t=0s) ### Why one organization calendar Company events and time off sit in SharePoint lists on different sites, marketing plans in an Outlook group calendar, the launch plan in Planner, room bookings in Exchange and holidays somewhere on the web. Each tool is fine on its own, but nobody sees them together, so a launch lands on a public holiday or a town hall collides with an IT change window. 2. [1:02](https://www.youtube.com/watch?v=eDKCdhVL_5Q&t=62s) ### The finished calendar in one minute One November calendar shows SharePoint lists from two sites, the marketing group's Outlook calendar, two meeting rooms, a Planner plan and public holidays, each source in its own colour. Nothing is copied: every event stays where it was created, and a change made in the calendar goes back to its source. [Calendar data sources →](https://docs.virtosoftware.com/docs/calendar-overlay-pro/data-sources/calendar-data-sources/) 3. [1:37](https://www.youtube.com/watch?v=eDKCdhVL_5Q&t=97s) ### Where it runs and how to start Virto Calendar App runs as a web part on a SharePoint page, as a tab or a personal app in Microsoft Teams, in Outlook, in the Microsoft 365 app and in any browser, and one licence covers the same person in all of them. Your administrators install it once, and every calendar you create gets its own set of sources. [Capabilities and limits →](https://docs.virtosoftware.com/docs/calendar-overlay-pro/capabilities-and-limits/) 4. [2:18](https://www.youtube.com/watch?v=eDKCdhVL_5Q&t=138s) ### SharePoint lists from more than one site Any list with start and end dates can be a source, from any site in your tenant. A list view filters what one calendar shows, the source's time zone should match the site's regional settings, and Read only leaves editing to the list's owners. Dragging an event to another day saves the new date in the list itself. [Add a SharePoint list as a data source →](https://docs.virtosoftware.com/docs/calendar-overlay-pro/data-sources/sharepoint-list-as-a-data-source/adding-a-new-data-source/) 5. [3:46](https://www.youtube.com/watch?v=eDKCdhVL_5Q&t=226s) ### Approve time off from the calendar With SharePoint content approval on the time off list, approved, pending and rejected requests each get their own colour. A manager approves or rejects a request from the event's tooltip, with the same approver rights as in the list. [Approve or reject time off from the calendar →](https://docs.virtosoftware.com/docs/calendar-overlay-pro/working-with-virto-calendar/use-case-approve-reject-vacation-requests/) 6. [4:29](https://www.youtube.com/watch?v=eDKCdhVL_5Q&t=269s) ### Outlook group calendar, rooms and colleagues Exchange settings switch on each kind of Outlook calendar. A Microsoft 365 group calendar, room mailboxes and a colleague's shared calendar are added by email address. Where you may read the details you see them; where you may not, you see busy blocks only. [Outlook group calendars →](https://docs.virtosoftware.com/docs/calendar-overlay-pro/data-sources/outlook-group-calendar/) 7. [5:37](https://www.youtube.com/watch?v=eDKCdhVL_5Q&t=337s) ### Planner tasks Display tasks from MS Planner puts tasks on their dates next to the events around them. With All, each person sees the plans of the groups they belong to; with Specified, the calendar shows the plans you pick. [Planner tasks →](https://docs.virtosoftware.com/docs/calendar-overlay-pro/data-sources/microsoft-planner/) 8. [6:00](https://www.youtube.com/watch?v=eDKCdhVL_5Q&t=360s) ### Holidays and other iCal feeds Any iCal feed whose link starts with https can be added: public holidays, Google Calendar, iCloud or a partner's schedule. Internet calendars are read-only. A private Google calendar works through its secret iCal address, or you can connect a Google account directly. [Internet calendars (iCal) →](https://docs.virtosoftware.com/docs/calendar-overlay-pro/data-sources/internet-calendars-icalendar-feed-google-calendar/) 9. [6:36](https://www.youtube.com/watch?v=eDKCdhVL_5Q&t=396s) ### Views for each question Day, Week and Work week are where you create, delete and reschedule events, with week numbers and up to two extra time zones as a personal setting. Multisource gives each source its own column, the year views show the whole year for looking, Task days and Task hours lay events out as a timeline, and Live view suits an office screen. [Calendar views →](https://docs.virtosoftware.com/docs/calendar-overlay-pro/calendar-views/simple-views/) 10. [7:57](https://www.youtube.com/watch?v=eDKCdhVL_5Q&t=477s) ### Colours, legend and common categories Besides one colour per source, Color-code colours events by a field such as the event type. Common categories give each category one colour across every source, and the legend hides a source in your own view only. When a calendar manager changes colours or sources, open calendars pick it up within about fifteen minutes. [Common categories →](https://docs.virtosoftware.com/docs/calendar-overlay-pro/settings/unify-categories/) 11. [8:46](https://www.youtube.com/watch?v=eDKCdhVL_5Q&t=526s) ### Who sees what The app reads every source with the signed-in person's own Microsoft 365 rights, so nobody sees events they could not open in the source. Adding, editing and deleting follow the list's permissions, and Calendar Managers and License Managers decide who changes the set-up, for the whole tenant or for one site. [SharePoint permissions →](https://docs.virtosoftware.com/docs/calendar-overlay-pro/administration-and-system-requirements/user-permissions/first-level-sharepoint-permissions-settings/) 12. [9:42](https://www.youtube.com/watch?v=eDKCdhVL_5Q&t=582s) ### On a SharePoint page and in a Teams tab Add the Virto Calendar web part to a SharePoint page, or a Virto Calendar Pro tab to a Teams channel, and choose the calendar and the view people see first. Everyone who opens the calendar needs a licence, including people who only read it, and guests from other organizations can't use it. [Add the calendar to a SharePoint page →](https://docs.virtosoftware.com/docs/calendar-overlay-pro/installation-and-configuration/adding-virto-calendar-app-to-the-site-page/) 13. [10:49](https://www.youtube.com/watch?v=eDKCdhVL_5Q&t=649s) ### Where your data stays Your events stay in SharePoint, Exchange and Planner: the app reads them from each source and writes your changes back there, and VirtoSoftware never stores them. VirtoSoftware keeps only the calendar's set-up on Microsoft Azure, and a private deployment in your own Azure subscription is available. [Capabilities and limits →](https://docs.virtosoftware.com/docs/calendar-overlay-pro/capabilities-and-limits/) 14. [11:28](https://www.youtube.com/watch?v=eDKCdhVL_5Q&t=688s) ### What the EWS shutdown changes Microsoft began turning off Exchange Web Services in October 2026 and switches it off completely in April 2027. Your own and shared calendars, group calendar events, rooms that Microsoft Graph finds, SharePoint lists, Planner and iCal feeds keep working. Public folder calendars, the category colours of group calendars and rooms that Graph can't find still depend on EWS. [What the EWS shutdown changes →](https://docs.virtosoftware.com/docs/calendar-overlay-pro/installation-and-configuration/authorization-and-permission-request/ews-permission-deprecation-notice-and-virto-calendar-compatibility/) 15. [12:59](https://www.youtube.com/watch?v=eDKCdhVL_5Q&t=779s) ### What it doesn't do, and how to try it Virto Calendar App sends no reminders of its own, has no public or anonymous link, and its Task views have no dependencies. Everything in the video is in the 30-day free trial. [Capabilities and limits →](https://docs.virtosoftware.com/docs/calendar-overlay-pro/capabilities-and-limits/) Your IT team will ask about permissions and data. The [brief for your IT team](https://www.virtosoftware.com/virto-calendar-app-it-brief/) answers both on one page. ## Everything in the video is in the 30-day free trial Install Virto Calendar App from Microsoft Marketplace, or let our team walk you through it on your own calendars.