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Calendar sharing with external organization
Hello,
Because of some questions in our organization I'm looking in calendar sharing with other organizations. Currently we have setup a relationship with some other organizations, where limited information is shared (time only).
For a group of users we want to share more information, also the subject has to be visible. Is it possible to configure this for a group of users? Or do we have to do that with individual sharing?
Another question from this group is to enable sharing calendars, so the external users can manage the calendar. Is this also possible? As I read the documentation, it is only possible to share information. And not that it is possible that someone outside the organization can manage the calendar. Is that correct?
Kind regards,
Arjan
- Hi Arjan,
Firstly, You are welcome.
Unfortunately, it is not possible to configure two different levels of calendar sharing (free/busy for all users and detailed information for a specific group) for the same external domain using standard Microsoft 365/Outlook configurations.
By default, Outlook only allows you to apply one level of calendar sharing permission (free/busy or detailed information) per external domain. This means that once you configure sharing with xyz.com, it applies to all users interacting with that domain, whether it’s for basic or detailed information.
While you can’t configure both levels simultaneously through domain-level sharing, you can achieve your goal through individual calendar sharing for the project users.
Domain-wide Free/Busy Sharing:
Continue using your existing configuration where all users at xyz.com can see the free/busy status of your organization's users.
Detailed Calendar Sharing for the Project Group:
For the small group of users who need to share more details (time, subject, and location), each member of the group can manually share their calendars with the relevant contacts at xyz.com. This would involve:
Each group member sharing their calendar individually and specifying the permission level (time, subject, and location) for the external contacts involved in the project.
By doing this, the broader external domain still sees only free/busy information, while the project team members are able to share more detailed information on an individual basis.
If you found it useful, please mark it as ‘like’ or ‘best response’.
Thank You,
Ali Koc
4 Replies
- Yes, if you are using Office 365 or Microsoft 365, it is possible to share Outlook calendars with a group. By sharing the calendar with a user group, you can allow them to view certain details (e.g., subjects, times, etc.). Calendar sharing can be configured on a group basis, so you don’t have to add users individually. To do this, you can follow these steps:
Open the calendar you want to share in Outlook.
Click on the "Share" button.
Select the "Share with group or people" option and add the relevant user group.
Group members will be able to view the calendar and access the information you have granted permissions for.
and, as stated in the documents, external users (people outside the organization) can usually only view the content of the shared calendar. By default, calendar management is only granted to users within the organization. It is not possible for external users to manage the calendar. You can only provide view access to someone outside the organization, meaning they cannot edit or add new events to the calendar..
Best Regards,
Ali Koc- Hi Alikoc,
thanks for your reply. About sharing calendars for a group I have to specify my question:
at this moment, we do calendersharing for domain xyz.com. The configuration is free/busy information only.
But now we have a project, with organization XYZ. For that project a small group of users needs to share more calendar information: time, subject and location.
Is it possible to configure free/busy information with xyz.com for all users, and also time/subject/location information for that little group?
I have tried to configure this, but it seems that I can only add an external domain once.
About calendar management; thanks for confirming this. It looks quite logical that it is only possible to share information with external users. And that calendar management is only for users inside the organization.
Thanks again, kind regards,
Arjan- Hi Arjan,
Firstly, You are welcome.
Unfortunately, it is not possible to configure two different levels of calendar sharing (free/busy for all users and detailed information for a specific group) for the same external domain using standard Microsoft 365/Outlook configurations.
By default, Outlook only allows you to apply one level of calendar sharing permission (free/busy or detailed information) per external domain. This means that once you configure sharing with xyz.com, it applies to all users interacting with that domain, whether it’s for basic or detailed information.
While you can’t configure both levels simultaneously through domain-level sharing, you can achieve your goal through individual calendar sharing for the project users.
Domain-wide Free/Busy Sharing:
Continue using your existing configuration where all users at xyz.com can see the free/busy status of your organization's users.
Detailed Calendar Sharing for the Project Group:
For the small group of users who need to share more details (time, subject, and location), each member of the group can manually share their calendars with the relevant contacts at xyz.com. This would involve:
Each group member sharing their calendar individually and specifying the permission level (time, subject, and location) for the external contacts involved in the project.
By doing this, the broader external domain still sees only free/busy information, while the project team members are able to share more detailed information on an individual basis.
If you found it useful, please mark it as ‘like’ or ‘best response’.
Thank You,
Ali Koc
