Sharing Calendars in Microsoft 365


Introduction

This article describes:

The four methods described in this article for sharing calendars are: shared mailbox calendar (a.k.a. PACE calendar, individual sharing their calendar, Teams calendar, and a Microsoft 365 Groups calendar.

Explanation

This table provides some details about the three different methods considered for sharing a calendar in Microsoft 365. 

 

Can search for team in company directory via Outlook Desktop, Outlook Web and Outlook App for Mobile Devices.

 

Shared Mailbox Calendar

Individual Sharing a Custom Calendar

Teams Calendar

M365 Groups Calendar

Use Case

 

Should be considered for events that have big audiences such as department or university events.

 

Should be considered for providing information about availability to an audience such as teacher to students.

 

Should be considered for smaller topic-specific events associated with other collaboration needs (such as files and chats).

 

Should be considered for smaller topic-specific events with other collaboration needs (such as files and email.

 

Ownership

 

Not tied to specific user but requires assigning a one or more people (delegates) to manage. Managed via Active Directory security group or Google Group.

 

Tied to a specific user.  

 

Not tied to a specific user. Has owners, members, and guests.

 

Not tied to a specific user. Has owners and members.

 

External Users

Can view, but not be assigned as a delegate.

 

Depends on level of permissions granted by owner.

 

Can view.

 

Can view.

 

Publishing

Can create published links (.ics and .html) for calendar subscription or viewing.

Can create published links (.ics and .html) for calendar subscription or viewing.

 

 

Can’t create published links (.ics and .html). Would require membership in the team and Teams or Outlook to view calendar.

 

Can’t create published links (.ics and .html). Would require membership in the group and Teams or Outlook to view calendar.

Sharing

Can only be shared with members of the group.

Can be shared based on permissions set by the owner.

 

 

Can only be shared with members of the team.

 

Can only be shared with members of the team.

 

Directory

Can search for calendar in company directory via Outlook Desktop, Outlook Web and Outlook App for Mobile Devices.

 

Can't search for custom calendar in company directory via Outlook Desktop, Outlook Web and Outlook App for Mobile Devices.

Can search for team in company directory via Outlook Desktop, Outlook Web and Outlook App for Mobile Devices.

 

Can search for group in company directory via Outlook Desktop, Outlook Web and Outlook App for Mobile Devices if public.

 

Setup

Request via VT PACE Accounts Service Catalog entry. Requires admin setup and configuration to enable calendar publishing.

 

Person can publish and share the custom calendar.

 

Request via Departmental Team, SharePoint Site, or M365 Group 

 

Request via Departmental Team, SharePoint Site, or M365 Group 

 

Access

Outlook Desktop, Outlook Web, Outlook App for Mobile Devices, Subscription via .ics link, Website Publishing via .html link

Outlook Desktop, Outlook Web, Outlook App for Mobile Device, Subscription via .ics link, Website Publishing via .html link

Outlook Desktop, Outlook Web, Outlook App for Mobile Device, Microsoft Teams

Outlook Desktop, Outlook Web, Outlook App for Mobile Device

Example Events
  • Departmental/Staff meetings
  • Workgroup meetings
  • Workshops
  • Hosted conferences
  • Symposiums
  • Work planning meetings
  • Town Halls
  • Appointment availability
  • Personal meetings
  • Non-critical out-of-office meetings
  • Events not relevant to teams, departments, or the university
  • Group meetings
  • Staff meetings
  • Working group meetings
  • Group meetings
  • Staff meetings
  • Working group meetings