Simplify calendar sharing with Office 365

Posted on Thursday January 19, 2017

Knowing your friend's schedules comes in handy when you're trying to arrange a reunion, and the same can be said for businesses. Through calendar sharing, employees can simultaneously arrange meetings, prioritize projects and set schedules for contacting customers. Unfortunately, it isn't as easy as it sounds. Recently, Microsoft made changes to its calendar sharing function that might make things a little simpler. Here are some of them:

Simplicity Users' first impression of the new model is that it's much simpler. To share your calendar, simply click the Share option in the calendar menu bar and then enter the names of people with whom you wish to share. With a few clicks, you can decide who gets to see your schedule and how much of it they can view. On top of that, you'll be able to nominate users who create appointments or accept meeting requests on your behalf - when the update rolls out in early 2017.

What sharers get to see Once a user accepts a sharing invitation, the calendar is then added to the set they open. The invitation needs to be accepted using an updated client in order for the embedded instructions to be properly processed. Depending on how much you're willing to share, the calendar allows you to either show full details of your schedule or just certain parts of it.

Mobile devices included Besides the new sharing interface, this model extends into mobile devices where Outlook for iOS, Android, and Windows 10 Mobile will be able to view and edit shared calendars for the first time. And because calendar events are time-sensitive, changes will be executed and synced immediately, ensuring that your calendar is always accurate.

Immediate synchronization is available for OWA and mobile clients. For Mac users, Outlook continues to use periodic synchronization. This is used to share calendar information with users outside of your Office 365 tenant.

Updates: Outlook for Mac Known as the black sheep of the Outlook family, implementation features of Outlook for Mac generally differs from the way things are done in other clients. Fortunately, Outlook for Mac's calendar sharing function is being upgraded, with changes that include:

• Intuitive UI to match other Outlook clients, including the addition of an Accept button to simplify calendar sharing invitations.
• Shifting away from the Mac-specific local linked calendars, roaming shared calendars reads data from Exchange Online to ensure the same set of shared calendars are visible across all devices.
• Immediate synchronization will replace periodic synchronization.

Even the tiniest details -- calendar sharing included -- have the potential to greatly impact the outcome of your business. If you have questions or concerns about managing various aspects of Office 365, feel free to get in touch today.