It’s often necessary to schedule meetings with people outside your organization. To simplify the process of finding mutually agreeable meeting times, Office 365 enables you to make calendars available to “external users,” those who need to see free/busy time but don’t have user accounts for your Office 365 environment.
Calendar sharing is a global setting, meaning that you, the Office 365 admin, can enable it for all users in the tenant. Once sharing is enabled, users can use Outlook Web App to share their calendars with anyone inside or outside the organization. People inside the organization can view the shared calendar side-by-side with their own. People outside the organization will be sent a URL that they can use to view the calendar. Users decide when to share, how much to share, and when to keep their calendars private.
Note: If you want to share calendars with an organization that uses Exchange Server 2013 (an on-premise solution), the Exchange administrator will need to set up an authentication relationship with the cloud. This is known as “federation” and must meet minimum software requirements.
Enable calendar sharing using the Office 365 admin center
- Sign in to Office 365 with your work account.
- Select the app launcher icon and choose Admin.
- Navigate to Settings > Services & add-ins.
4. On the Services & add-ins page, click Calendar.
5. On the Calendar page that opens, do one of the following:
- For Let your users share their calendars with external users who have Office 365 or Exchange, move the slider to On to enable calendar sharing.
- For Let your users share their calendars with external users who have Office 365 or Exchange, move the slider to Off to disable calendar sharing.
6. If you want to allow anonymous users (users without logon credentials) to access calendars via an email invitation, for Allow anonymous users to access calendars with an email invitation, move the slider to On.
When you select the check box to allow anonymous users, you’ll have to decide what type of calendar information to make available to users. You can allow all information, or limit it. These choices specify the amount of information that your users can show on a case-by-case basis. Select one of the following:
Calendar free/busy information with time only
Calendar free/busy information with time, subject and location
All calendar appointment information
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Nadeem Safi is a Client Support Specialist at Triella, a technology consulting company specializing in providing technology audits, planning advice, project management and other CIO-related services to small and medium sized firms. Nadeem can be reached at 647.426.1004. For additional articles, go to www.triella.com/whats-new/. Triella is a VMware Professional Partner, Microsoft Certified Partner, Citrix Solution Advisor – Silver, Dell Preferred Partner, Authorized Worldox Reseller and a Webroot Reseller.
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