Departmental Calendars Use Case Overview

Article Description

This article describes:

Departmental Calendar Use Cases

When deciding if an event should go on a departmental calendar, the main consideration is audience. Events should only be placed on a departmental calendar if they involve most of the users subscribed to the calendar. Examples of events include:

Events to avoid placing on departmental calendars:

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Pros and Cons of Using Departmental Calendars



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Comparison of Virginia Tech Options Available for Departmental Calendars

Currently, there are four options readily available for departmental calendars: Google Auxiliary Accounts (GAE), Shared Calendars, Microsoft 365 Groups, and Microsoft Teams. Please refer to the table below to determine which method would be more applicable to your use case(s).


 Service  Description  Pros  Cons

Google Auxiliary Accounts (GAE)


GAE accounts are Virginia Tech Google Workspace for Education accounts that are linked to a specific VT username PID and are accessed via that user’s credentials. They have access to the full collection of Google apps, and the account’s Gmail mailbox can be delegated to other Google users.

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• Anyone can subscribe to the calendar if set to public access
• Access can be delegated to others
Owned by single user (i.e., each GAE is linked to a single VT Username PID) If the user leaves the department, the department is responsible for working with the user to transfer the GAE ownership to another user. Otherwise, the GAE will be deprovisioned.
Shared Calendars • Simple calendar in the Microsoft 365 environment that can be shared with others
• Permissions can be granted as required (Read, Write, etc.)
Permissions can be assigned via security groups • Exchange Online only option
• If you don’t use security groups, people have to be manually added and removed
Microsoft 365 Groups Groups lets you easily set up a collection of resources for people you collaborate with such as a shared calendar. • Permissions to the calendar do not have to be assigned individually
• Groups can be private or public
• Long unwieldy email
• Possible to orphan a group if there is only one owner
Microsoft Teams Microsoft Teams is a Microsoft 365 app designed to be a centralized tool for collaboration. Each Team has a calendar associated with it. • Easily integrates with other Microsoft 365 products
• Expanded functionality for collaboration provided by Teams
Requires everyone to be a member of the Team, giving them equal access to documents and posts in that Team