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Shared calendars now sync to mobile phones

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OK, 365 shared calendars available via iOS app now, but what about a step by step (or link to one that may already exist) for shared mailbox?  OWA is supposedly 'not supported' and dead according to support rep, and that app allowed viewing all sub folders.  I cannot see any folder in any e-mail inbox and zero shared mailbox.

Hundreds of posts, all over the place, no definitive CURRENT solution?

Hi Robert, the Outlook mobile apps do not yet support shared mailboxes. The best way to help increase the priority of this request is to vote for it in UserVoice. Here are the links to the request for shared mailboxes on the iOS client and the Android client.

Hi Julia,

 

I am experiencing the same issue as Allan and many third-party calendar app users. This isn't an issue with my Android Calendar app- I can select and deselect multiple calendars from any other email server, just not Outlook. When I add my Outlook calendar, it only lists my personal calendar, and yet when I access that calendar, it shows information from all the calendars shared with me (which is A LOT).

 

 

I hope a solution to this issue is in the works! It's frustrating to me that this great feature only works correctly on the Outlook mobile app. Some better cross-functionality would be much appreciated!

Same issue!

You can make the calendars appear separately with their own colors and ability to turn them on and off on android by setting up the sync with the gmail app instead of the non-gmail email app (samsung / android / whatever). What matters is the way the sync is setup, not the app used to view the calendar.

Sometime around the beginning of January the ability to send sharing invites from shared mailboxes was removed.  You can no longer edit sharing permissions on the calendar of a shared mailbox through OWA which makes this whole feature pretty useless.

Annnnnnnd the point of it all is?

How do I NOT have this option? I only want to view shared calendars on my desktop as my work and personal phone are 1. I don't want to see my Exec. director's schedule at home while looking up my kids appointments.

At least until they update all calendars to work this way just add the shared calendar on your outlook client instead of through outlook on the web and it should not sync to your phone.

Thanks Mike, I added the calendar from my desktop app and still shows my Director's full calendar on my phone.  hmmmmm

Thanks Mike for the workaround! Moved all my email to the Gmail app instead of the standard Samsung email app, and now for some reason my standard Samsung calendar app is syncing my Outlook calendars correctly. Weird! Thanks for the suggestion!

Is there a way to remove the shared calendar from my phone, but not Outlook 365? I do not and do not plan to use Outlook 365 on my phone or any other mobile device.

 

I have tested this on both iPhone and Android devices.

 

To access office 365 shared resource mailboxes on mobile devices (eg. Mailbox, calendars, etc) 

  1. must be set in office 365 admin -> Shared Mailbox
  2. user must be permitted access
  3. This is not for user account mailbox that is shared

complete the following:

 

Step #1 Uninstall OWA for iPhone/Android app - IMPORTANT

Step #2 Log into OWA using browser on PC

Step #3 Select Calendar icon

Step #4 Select "Add Calendar" icon on menu, "From Directory" 

Step #5 Search for mailbox shared with user

Step #6 after successful addition, enable shared calendar by selecting it.

Step #7 Install OWA for iPhone/Android

Step #8 configure account in OWA

Step #9 calendar should now be accessible in app, just like OWA on PC.

I thought it was declared that OWA was "dead", non-supported, and that the "new" app was to be used.  Need some chime back from the mother ship to clear up this mess.

Julia:

 

It's been a while since I  have been able to work on this project, so apologies for not getting back to you sooner.

 

We (almost) successfully transitioned our EWS application to Microsoft Graph.  Some of the syncing issues still remain.  These mostly involve updating a large number (>100) of events on a calendar which is syncing to another calendar.  If we delete all the events on a calendar and then add new ones, and run this cycle every 1 to 2 minutes we ultimately see events get duplicated on the "shared" calendar.  This probably comes from the delete process not completing before the add process starts.  On our side we wait for the delete process to complete before starting the add process but it seems to take a long time and it looks like something is getting confused on the Exchange side.  This happened frequently with EWS but still exists to some extent with Graph.

 

As it is important for our customers to get the integration going we looked at only updating changes in the schedules.  This has worked much more reliably as the changes do not generate the volume of data that the full schedules did.  Briefly we are reading the current schedule from our application and comparing it to the events loaded in exchange by querying them through Graph.  At this point we delete/add only schedules that have changed.

 

I do think that someone should look at the inability of the system to handle a higher load as I'm sure there will be plenty of developers who try the same thing I did.  Let me know if I can provide any details to facilitate further progress.

 

As a last (and somewhat related) point, the inability for OWA to correctly handle "all day" events properly has been on going for a while.  Briefly an "all day" event on a calendar posted in one time zone would show incorrectly on a calendar that was set in another time zone.  What would usually happen is that the "all day" event in the original time zone would show for 1 day but it would span 2 days in a different time zone.

 

There has been a forum discussion relating to this and as of the end of Jan 2018 it seems to have been addressed by Microsoft.

 

See Jennifer Lu's response at the end of this link. 

https://social.technet.microsoft.com/Forums/lync/en-US/2a0e022b-b216-49d9-a421-f32ab74238ae/all-day-calendar-events-and-different-time-zones?forum=outlook

We have noted an addition problem with this that seems to reside as a UI issue when populating all day events using Graph.  Please see my response to Jennifer on that forum.  I'd be interested in helping to get this resolved.

 

Again, as always, thanks for making yourself available and helping to push the quality of Office 365 forward.

 

Regards 

 

Bill

 

 

 

  

 

 

 

Hello Julia,

I am customer of a hoster in France that provides me with the Exchange service. I still cannot see our shared calendar as from Outlook iOS. It works with web Outlook but not with the Outlook app, even after re-inviting. I guess my hoster needs to apply a kind of fix or patch to the Exchange so the procedure works. Would you be so kind to share with me what I need to ask them to do (what fix/patch) so we can also share our Calendar in the Outlook app on their Exchange ? Many thanks in advance for your help.

Kind regards,

Xavier.

@bill figures: Thanks for reporting that issue. I was able to repro it, and have opened an item in our backlog to investigate. I believe it has something to do with the way that our web client receives new item notifications, which is why it resets after you open item or refresh page.

 

@Xavier Jehin: Are you re-accepting the new invite from Outlook on the web, iOS, or Android? It will not sync to mobile if you accept from Outlook on Windows or Mac (but we're working on that!). If you are re-accepting from web, iOS, or Android, please send me a private message with your SMTP address so that I can check your configuration.

I'm rather baffled by this entire thread up until this note that led to some additional research.  So let me get this straight MS... you added the ability to see shared resources in the mobile OWA app, then immediately discontinued that app, did not update any of your KB articles, and have not put the ability in the Outlook mobile app?  Because fact is, you can NOT access shared calendars in Outlook mobile on iOS or Android, and your support people in those apps have confirmed this limitation.  It's crippling, because you also don't make shared calendars available via Exchange configuration in the Mac OS or iOS.  So mobile is left in the dark and you're forced in every way to use Outlook on PC and Mac because you're apparently violating your own standards so Exchange developers can't access these resources in their apps?  I'm really baffled by all this, especially given what a huge enterprise product this is....

Hi Julia,

 

I am having a huge problem as since the 9/2017 update whenever someone shares there calendar with me I cannot turn it off so that it is not on my Mobile phone. I would like to be able to see events when necessary, but not have 10 or more people's schedule on my personal mobile phone at all times. It becomes cluttered and confusing.  Even when I deselect their calendar on the web outlook calendar it remains on my mobile phone.  When I delete the events from my mobile phone I have been told that it deletes the persons calendar event.  I notice that this only occurs for those who are listed under "People's"Calendar and not "Others" Calendar.  I assume they labels changed after 9/2017.  Is there any fix for this because it is causing me great headaches. 

Hi Keisha,

This is the same problem I had.  The only solution was to rely on the Outlook App Calendar for my work meetings/appts and keep my personal calendar separate (i use gmail and the samsung calendar).  When in Outlook App calendar, when you select the menu top leftyou can de-select the shared views calendar.  It is frustrating that I have to view two separate calendar apps but this was the only way I could work it. 

Unless they've changed it again shared calendars won't appear on your mobile device if they've been added using the desktop outlook app instead of outlook online.  They will still be available in outlook online though, the important part is how they're added not how they're accessed.

 

On apple devices you should be able to turn individual calendars on and off.  On android devices you can also pick individual calendars depending on the specific combination of apps you're using.  I've found that as long as you use the gmail app to setup the sync to your exchange account it will let you control the calendars individually but not if you use your phone manufacturer's email app.

 

If you don't need the calendars while mobile at all I would remove them from your shared list and re-add them using the outlook desktop app.  If you need the ability to turn them off and on selectively (and you're on android) I would setup your email in the gmail app.  Then you should be able to turn the individual calendars on and off in your calendar app.  You might have to experiment some.

 

I hope that helps, this feature isn't well documented.

Does this apply to shared resource calendar's as well? My current app that I use, OWA for iOS, says that it will be retired on May 15 so I have switched to Outlook for iOS, but I cannot see a shared resource calendar that am owner of (there are four owners so we can all edit the calendar).

 

Any advice you have would be welcome. Thank you!

 

Sage

Yes, it applies to shared resource calendars as well. You'll need to login & share the resource calendar directly to you (or the admin can do it via a cmdlet), and then you'll need to accept that sharing invitation from Outlook on the web, iOS, or Android.

We are investigating simpler ways to get this setup that doesn't require re-sharing the calendar -- stay tuned!

When I click on the link in the OP it doesn't resolve for me https://go.microsoft.com/fwlink/?linkid=858731

 

I'm looking to fully understand how this is implemented, but I'm not finding more information from Microsoft, even just basic how-tos or KBs on these. I have a feeling I just don't know where to look. 

Hi Trevor, there are some issues with these links in the Safari browser. Here's the destination URL that should provide you the details you're looking for: https://support.office.com/en-us/article/calendar-sharing-in-office-365-b576ecc3-0945-4d75-85f1-5efa...

I need to turn this off.  We have multiple people with multiple appointments per day.  When I am at my desktop I can check where everyone is and schedule appointments for them,  but when i am out and about I need to know where I have to be.  I don't want 30+ other appointments on my screen.  You need to make this optional or I have to turn off all shared calanders, which then means i can't schedule my people when I am in the office.  This is really frustrating.

Hi Shay,
You can select/unselect the calendars shown in the calendar app if you don't want to see other people's calendars on your mobile phone. Note that not all Android calendar apps allow this, but the Outlook mobile app on Android does.

@Julia Foran wrote:
Yes, it applies to shared resource calendars as well. You'll need to login & share the resource calendar directly to you (or the admin can do it via a cmdlet), and then you'll need to accept that sharing invitation from Outlook on the web, iOS, or Android.

We are investigating simpler ways to get this setup that doesn't require re-sharing the calendar -- stay tuned!

You mention there is a cmdlet to send a sharing invitation. What is that cmdlet?

The cmdlet is the Add/Set-MailboxFolderPermission cmdlet (documented here). When setting permissions on a calendar folder, you can use the -SendNotification $true parameter to send a sharing invitation email, which would be equivalent to logging into the room mailbox & sharing from there.

Why can't we just see the shared mailbox and shared calendar in the Outlook mobile app just like in the Outlook desktop app without the hassle? I seriously don't understand.

 

This workaround helps me to have a working shared calendar on my Iphone, but on my desktop I now have double calendar notifications because my shared calendar shows up twice.

Hi Ralph, in order to have the calendars show up in mobile, we have to migrate them from the old model of calendar sharing to the new model of calendar sharing. We are currently in an "opt in" period until all Outlook client work is completed, and then we will begin the service-side migrations that will automatically upgrade users and have the behavior you describe above (the calendars just start showing up). If you want to see it sooner, you can learn more about the work in progress here: aka.ms/sharedcalendars

Classic Microsoft arrogance - rolling out new features without thinking about the implications and suggesting a "solution" that forces iOS users to use a Microsoft app instead of the native iOS mail app.

 

Pathetic.

Hi Jonathan,

I'm sorry to hear that you're frustrated. However, making shared calendars sync to all apps - not just our own Microsoft/Outlook apps - was very important to us when we developed this new model of shared calendars, and syncing to the native iOS calendar app is absolutely supported. The Mac OS X Mail app is using a legacy API, but we're told that the client will soon upgrade to modern, supported APIs, so we're optimistic that your calendars will also appear there when Mac releases those changes.

We are currently in an opt-in period, which means that users need to manually opt-in to upgrade their shared calendar from the "old model" to the "new model". You can do this by re-sharing & re-accepting the invite using Outlook web, iOS, Android, or Windows (monthly channel). Once on the new model, you'll see the calendar in Outlook Mobile, and you'll see it in 3rd party mobile apps as well.

--Julia

If I have an O365 SharePoint calendar synced with my Outlook account, would this SPO calendar be accessible calendar on the outlook mobile app?

Hi Karl, if you add it as an ICS (internet calendar subscription), it would show up on your mobile apps.

We were aware that one could import an ICS file for a point in time snapshot of the calendar. What we need is an iCal subscription to the SPO calendar. Are you saying there is a way to do this?

 

What we have are School SPO sites with calendars and Principals with personal outlook calendars.

Our principals would like to see their school calendars with real time syncing to avoid situations like double booking themselves.

I agree complete. We have on premise Exchange 2013 and I'm constantly amazed how many bugs we find and how featureless the product it. We want the same features on our mobile devices that we have in Outlook for desktop. Nope, we just don't get those.

You are a little bit to enthousiastic there. The native outlook app does not support shared mailboxes/calendars. So even the native app does not provide a solution.

Has anyone answered this question?  I have a public folder calendar that will not share to IOS.

Julia, how does one unselect these calenders? I am using Office 365 on desktop, and IOS calender / Week Cal on my Iphone, and my calender is a total mess showing other's appointments. We just want this on desktop! It's totally confusing on mobile...

Hi Andolini,
When you're viewing the calendar from Outlook on iOS or Android, tap your profile picture in the top-left to view the list of calendars. Unselect the calendars that you do not want to have visible on mobile, and you'll no longer see them when viewing the calendar.
--Julia

Hi,

When will you automatically upgrade all shared calendars to new spec?

 


@Julia Foran wrote:
Hi Ralph, in order to have the calendars show up in mobile, we have to migrate them from the old model of calendar sharing to the new model of calendar sharing. We are currently in an "opt in" period until all Outlook client work is completed, and then we will begin the service-side migrations that will automatically upgrade users and have the behavior you describe above (the calendars just start showing up). If you want to see it sooner, you can learn more about the work in progress here: aka.ms/sharedcalendars

 

Hi, we don't currently have a timeline for when we will begin automatically upgrading calendars. The easiest way to self-upgrade today is to open the calendar using Outlook for iOS or Outlook for Android. By opening from the mobile phone, the calendar is automatically upgraded.

The option is available from the mobile app by going to the Calendar module, viewing the calendar list (tap the icon in top-left), and then click the Calendar+ icon again in the top-left.
I hate to jump on an old thread but can you clarify what exactly is needed on the mobile device to access the shared calendar?
Hi, you just need to be using Outlook for iOS or Outlook for Android to add or view a shared calendar.

1. From the Outlook app, tap to vie your calendar list.
2. You'll see an icon in the top-left that is a Calendar+ icon. Tap that.
3. Click "Add shared calendar".

As long as your mailbox is hosted in Office 365, you can add the calendar of any other user, conference room, or shared mailbox within your organization that is also within Office 365.
Hi Zoltan, Group calendars are not supported currently. There are discussions on how to best support it but no timeline or plans yet.

I mentioned above but should have clearly mentioned that group calendars aren't supported. You can only open the calendar of another user, conference room, or shared mailbox.
That's quite bad. Thanks for the answer Julia.
Thanks Julia.

This appears to work now with existing shared calendars without having to go through the re-inviting and re-accepting process mentioned in earlier posts.

Is that correct?
Mapsjohn: Correct- with the new option in Mobile, you can just add / open from Mobile without having to re-share & re-accept.
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