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78669366 asked AlexStrupler-3748 commented

Compnay wide shared Outlook calendar

Hi

Exchange 2016 on premises + Outlook clients in Windows Server 2016 domain environment.

What is the best way to have a company wide (within same location/server) shared calendar in Outlook?

I have read on this but there are several options and it gets bit confusing as to which direction one should take.


Thanks

Regards

office-outlook-itprooffice-exchange-server-itpro
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Hi @78669366,
Just checking in to see if above information was helpful. If you have any further updates on this issue, please feel free to post back.

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HI tbwork-1496,

You should be able to achieve your goal with a company-wide calender with the Teams orgwide calender tha can be displayed in SharePoint as well as in Outlook. If you need to know details, please let me know. I can send you a manual how I did that in detail.

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78669366 avatar image 78669366 AlexStrupler-3748 ·

Hi Alex

Thanks. Would love the manual.

Thanks again.

Regards

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Here you can see how it will look like in all Client Programs: https://www.arbosit.ch/technik-blog-how-tos/
I did not post the whole manual yet (not yet sure if / when I will do so) on my website. But you can contact me if you like to get it direct.


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JeffYang-MSFT answered JeffYang-MSFT commented

Hi @78669366,

As I know, there are several methods we could use to achieve your goal. For example, sharing calendars via Public Folders, Room Mailbox or Shared Mailbox.

However, in order to minimize those changes and operations for mailbox users, it would be more suggested for you to try steps below, using Shared Mailbox to share calendars company wide:

  1. Create a shared mailbox and grant Full Access permission to the Administrator.
    106428-0.png

  2. Log in to the Administrator email account on Outlook desktop client.

  3. Click the “Calendar” tab to check the calendar of this Shared Mailbox.

  4. Right click the Shared Calendar > Properties > Permissions, change the permission you would like for Default users like below:
    106429-1.png

  5. Click “Apply” and “OK” to complete the configuration.

  6. Then for other users in the organizations, they could directly Open the Shared Calendar on their own Outlook desktop clients.
    106399-2.png

If necessary, you could also replace the steps 2,3,4,5 by running the command below in your Exchange Management Shell:

 Set-MailboxFolderPermission -Identity shared01@contoso.com:\Calendar -User Default -AccessRights Editor

Hope this can be useful.


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Hi Jeff

I will try over weekend and come back.

Thanks

Regards

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IIs there any way to make the shared calendar also visible in SharePoint Communications sites? If you give staff rights to view it works everywhere but still cannot be displayed in SharePoint. It looks like the only option is to embed - which requires publishing (and anonymous access in the outside world - not ideal). And of course the Group Calendar widget is only for M365 Group Calendars, which are only accessible in OWA/Outlook if you are a member, and for most firms the entire staff of your company is not likely to be members of the same M365 Group.

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Hi @ tbwork-1496

Thanks for your reply.

Please kindly understand that the Exchange tag here we mainly focus on general issue about Exchange Server and know little about SharePoint. If you do would like to research about it, it is suggested for you to post your issue as a new thread with SharePoint tags.

Grateful to your understanding and support.

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Hi

How do I do step 6? Users can't access the shared mailbox directly as only Administrator has full access to the shared mailbox.

In Outlook, if I enter Administrator in Open Calendar->Open Shared Calendar->Name field, then I get standard calendar from Administrator. How do I tell it to get the shared mailbox (Festivals@mydomain.com) calendar which is shared via Administrator?

Thanks

Regards

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Hi @78669366,

Thanks for your reply.

For normal users in the organization, they can open the shared calendar via Outlook > Calendar > Open Shared Calendar > Name field > Enter the email address of the shared mailbox(Festivals@mydomain.com).
108026-image.png

Or they can select the specific shared mailbox from their GAL like below:
108097-image.png

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78669366 avatar image
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78669366 answered JeffYang-MSFT commented

Hi

The shared mailbox Festivals calendar appears in Administrator mailbox where it has been given default Editor permission. Screen attached. Unfortunately Festivals user does not appear in Outlook global address list for other users.

I even used Add-MailboxFolderPermissionto to add individual user permissions which appear in Festivals calendar's permissions but still no luck seeing Festivals user in other users' Outlook.

 Add-MailboxFolderPermission -Identity Festivals@mydomain.com:\Calendar -User user1 -AccessRights Editor

Here are the current permissions;

 [PS] C:\Windows\system32>get-MailboxFolderPermission -Identity Festivals@mydomain.com:\Calendar
    
 FolderName           User                 AccessRights
 ----------           ----                 ------------
 Calendar             Default              {Editor}
 Calendar             Anonymous            {None}
    
 [PS] C:\Windows\system32>get-MailboxFolderPermission -Identity Festivals@mydomain.com:\
    
 FolderName           User                 AccessRights
 ----------           ----                 ------------
 Top of Informatio... Default              {None}
 Top of Informatio... Anonymous            {None}

Do we need to provide permissions for the root folder of Festivals@ mailbox too?
Regards


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Hi @78669366,

Thanks for your update.

According to all the information you provided above, the permissions has been granted properly. So, seems the key of this issue becomes the missing shared mailbox now.

It has been for a while since your last post, how is everything going now? Can other users see this specific shared mailbox in their address list now? If necessary please try the "Download Address Book" option via Send/Receive > Send/Receive Groups > Download Address Book to update your local address list to the latest and see if the issue could be resolved. Or, you could try to search this shared mailbox from other user's web mail and see if there is any difference.
110053-1.png

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Hi Jeff

Thanks. I will try these and come back.

Regards

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Hi @78669366,
It has been a while, how is everything going?
If you have any update about this issue, please feel free to post back.

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Hi Jeff

Thanks for all the help. I will try it and come back by tomorrow.

Regards

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