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.
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.
|
Does not require admin setup and configuration. However, this will change in 2025. At that point, it will be necessary to request using an IT Service Catalog entry.
|
Does not require admin setup and configuration. However, this will change in 2025. At that point, it will be necessary to request using an IT Service Catalog entry.
|
|
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 |
|
|
|
|