Gongalong Posted September 10, 2015 Posted September 10, 2015 Hi folks, I've been asked to create a school calendar in Office 365. Is there a particularly good way of implementing this? Is it just a case of creating a user that everyone can see the calendar of, and adding events into that, or is there some other feature suited to the task? TIA
Grey-gear Posted September 11, 2015 Posted September 11, 2015 I think what you have noted may be the easiest way of solving this problem, but I have not worked with 365 so there could be another way. 1
achedgy Posted September 11, 2015 Posted September 11, 2015 (edited) It's what I do and works fine... Create a 'school calendar' user Share it to all staff, set permissions and off you go Edited September 11, 2015 by achedgy 1
witch Posted September 11, 2015 Posted September 11, 2015 Sorry to hijack - but on a similar note, is there a way to set an email alert to everyone when someone adds something to the calendar? The HT set up the whole school calendar and some of the staff want to be alerted when anyone adds something to it
rob101 Posted September 11, 2015 Posted September 11, 2015 I think what you have noted may be the easiest way of solving this problem, but I have not worked with 365 so there could be another way. Been trying to work out how to do this for a while now, the problem i have is that you have to manually join the the calendar to your own one, you cant push it out to everyone.
JRowley Posted September 11, 2015 Posted September 11, 2015 (edited) It's what I do and works fine... Create a 'school calendar' user Share it to all staff, set permissions and off you go This is probably the best solution as you can send an email invite to all staff when you share it and all they need to do is hit accept and it will be added for them. Others like public folders, room calendars and similar require you to manually add the calendar in one form or another. I suppose another option is an Office 365 group, when staff join/leave you need only add/remove them from the group and they get the calendar automatically. Plus it doubles as a distribution list. Edited September 11, 2015 by JRowley 1
Grey-gear Posted September 11, 2015 Posted September 11, 2015 (edited) Been trying to work out how to do this for a while now, the problem i have is that you have to manually join the the calendar to your own one, you cant push it out to everyone. Could you not send a the calendar out in a share request as I know you can just send the permissions in office 2010 but again not sure if there is a way in office 365. Sorry to hijack - but on a similar note, is there a way to set an email alert to everyone when someone adds something to the calendar? The HT set up the whole school calendar and some of the staff want to be alerted when anyone adds something to it Maybe with rules? set so if a new event added it sends e-mail out to staff informing them of it. (sorry not sure this is a thing that can be done.) Edited September 11, 2015 by Grey-gear
Oaktech Posted September 11, 2015 Posted September 11, 2015 We have a mail enabled public folder calendar. this doesn't instantly give everyone access, but what it does do is allow me to publish it in an iframe on our intranet and that seems to suite most people fine.
witch Posted September 11, 2015 Posted September 11, 2015 Could you not send a the calendar out in a share request as I know you can just send the permissions in office 2010 but again not sure if there is a way in office 365. Maybe with rules? set so if a new event added it sends e-mail out to staff informing them of it. (sorry not sure this is a thing that can be done.) That is EXACTLY what I want to do but can find no way of doing it.. The calendar is shared with all members of staff and they all have permission to add to it.
Grey-gear Posted September 11, 2015 Posted September 11, 2015 That is EXACTLY what I want to do but can find no way of doing it.. The calendar is shared with all members of staff and they all have permission to add to it. Had a look around and found these: - Send an Email When You Add an Appointment to Your Calendar Send an Email When a Reminder Fires Not sure if they would do what is need sorry. 1
JRowley Posted September 11, 2015 Posted September 11, 2015 (edited) Has anyone really explored using an O365 group for this? I only mention it because when an event is added to a calendar which is part of a group, every subscribed member has it added to their personal calendar automatically by default, so for schools where this is preferred I would see this solution as ideal. You can of course unsubscribe from the group if this is not prefered. I should mention we do not do this for our calendar currently, but I maintain our IT shared calendar in this way. Edited September 11, 2015 by JRowley
Gongalong Posted September 11, 2015 Author Posted September 11, 2015 Interesting that you can add a calendar to a group, I wasn't aware of that. This would need to be shared with Outlook app users as well though, so not sure how group-friendly that is.
Gongalong Posted September 12, 2015 Author Posted September 12, 2015 It looks like Group-based calendars are web only. I'm not sure what Outlook 2016 will bring...
MrFrostmaul Posted September 12, 2015 Posted September 12, 2015 Our Deputy head has created a calendar and shared it to all staff and everyone can view it fine via OWA, but biggest problem we are having is all staff have iPads and the iPads dont support a shared calendar from showing up. Also tried the OWA app which Microsoft say they can see shared calendars, but we can't. Anyone know any ideas to achieve the shared calendar on an iPad?
FN-GM Posted September 12, 2015 Posted September 12, 2015 I think you can publish calendars to a web page. Maybe do that an some how send the link out.
MrFrostmaul Posted September 12, 2015 Posted September 12, 2015 We tried that, but they want it in the same Calendar side as theirs so they know when not to schedule stuff as the global calendar is shown.
Gongalong Posted September 12, 2015 Author Posted September 12, 2015 MrFrostmaul: Is this Exchange or O365? I'm guessing the former, but just to double check.
witch Posted September 12, 2015 Posted September 12, 2015 In my case it is Office 365. The calendar is the HT and it is shared with everyone, and everyone can add things to it. We just want an email to go out to everyone that the calendar is shared with when anyone in that group put something on it. Can it really be that hard?
MrFrostmaul Posted September 12, 2015 Posted September 12, 2015 MrFrostmaul: Is this Exchange or O365? I'm guessing the former, but just to double check. Office 365.
MrFrostmaul Posted September 12, 2015 Posted September 12, 2015 In my case it is Office 365. The calendar is the HT and it is shared with everyone, and everyone can add things to it. We just want an email to go out to everyone that the calendar is shared with when anyone in that group put something on it. Can it really be that hard? We have that apart from the email, but just our problems are that the shared calendars are not showing on the iPads which is quite annoying.
snagrat Posted September 13, 2015 Posted September 13, 2015 We have that apart from the email, but just our problems are that the shared calendars are not showing on the iPads which is quite annoying. Through the iOS calendar apps I assume you mean? The OWA app does show shared calendars.
MrFrostmaul Posted September 13, 2015 Posted September 13, 2015 Through the iOS calendar apps I assume you mean? The OWA app does show shared calendars. Yeah, through the iOS calendar app, but know it not supported. We tried with the owa app and doesn't seem to be showing the shared calendar for us which is annoying.
JRowley Posted September 14, 2015 Posted September 14, 2015 It looks like Group-based calendars are web only. I'm not sure what Outlook 2016 will bring... Viewing the group calendar yes, but the point is that if you are subscribed then whenever an event is added to the group calendar it is automatically added to your own. Also it doesn't need sharing, they get access to it when they are added to the group.
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