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Events calendar in Microsoft 365

An 'events' calendar is a shared calendar that everyone in your area can see and is usually used by staff to show holidays or other schedules such as annual events for example Orientation week.

Most events calendars will have overlapping events (e.g. holidays) and do not have restrictions on how events are entered. Given this sort of usage a resource calendar would not be suitable. To get one, you will need to place a request for an events calendar.

How to add an event to a shared events calendar in your area

  1. Log on to Microsoft 365 online at office.tcd.ie
  2. Click on the Outlook app
  3. Click on your Account Icon in the upper-right corner
  4. Choose Open another mailbox and type the mailbox name to connect to the Shared Calendar where you wish to add an event

  5. Click on the Calendar icon in the bottom left corner
  6. Choose a day in the calendar and click on the time slot for the event
  7. Enter a Title, add a Location, set the Day and Occurrence, and then select Save
  8. The event will appear in the shared calendar

Please note that you'll only be able to add an event to a shared calendar if you have write access.

How to manage an events calendar for your area

How to share an events calendar in your area

  1. Log on to Microsoft 365 online at office.tcd.ie
  2. Click on the Outlook app
  3. Click on your Account Icon in the upper-right corner
  4. Choose Open another mailbox and type the mailbox name to connect to the Shared Calendar
  5. Click on Calendar
  6. In the list of calendars in the bottom left, right click on the calendar you wish to grant permissions to and choose Sharing Permissions to view the current permissions
  7. Enter the name of a person you want to give permissions to
  8. Use the drop-down menu to assign appropriate permissions

    The permissions in the drop down are:
    Availability only - Free/Busy time Allows someone to view blocks of time as Free, Busy, Tentative, Away
    Limited Details - Free/Busy time, subject, location Allows someone to view your Subject and Location. Events set to private will only display as Private Appointment to viewers
    Full Details - Reviewer Allows someone to view your Subject, Location, Attendees, and Description. However, any event you mark as private displays simply as Private Appointment to viewers.
    Editor - Editor Provides read/write/modify access.
    Delegate - Owner In addition to "Editor" permissions, a delegate can also be selected to receive calendar notifications/requests/invitations. By default, 'Delegates' cannot view/modify events set to Private. You do have the option to grant the delegate the ability to view (full details) Private events.

  9. Click Share to send the share. The recipient will receive an email to indicate their permissions level and will be asked to 'accept' to add the calendar to their calendar list

Granting viewing or write access to an events calendar in your area

  1. Log on to Microsoft 365 online at office.tcd.ie
  2. Click on the Outlook app
  3. Click on your Account Icon in the upper-right corner
  4. Choose Open another mailbox and type the mailbox name to connect to the Shared Calendar
  5. Click on Calendar
  6. In the list of calendars in the bottom left, right click on the calendar you wish to grant permissions to and choose Sharing Permissions to view the current permissions
  7. Enter the name of a person you want to give permissions to
  8. Use the drop-down menu to assign appropriate permissions

    The permissions in the drop down are:
    Availability only - Free/Busy time Allows someone to view blocks of time as Free, Busy, Tentative, Away
    Limited Details - Free/Busy time, subject, location Allows someone to view your Subject and Location. Events set to private will only display as Private Appointment to viewers
    Full Details - Reviewer Allows someone to view your Subject, Location, Attendees, and Description. However, any event you mark as private displays simply as Private Appointment to viewers.
    Editor - Editor Provides read/write/modify access.
    Delegate - Owner In addition to "Editor" permissions, a delegate can also be selected to receive calendar notifications/requests/invitations. By default, 'Delegates' cannot view/modify events set to Private. You do have the option to grant the delegate the ability to view (full details) Private events.

  9. Click Share to send the share. The recipient will receive an email to indicate their permissions level and will be asked to 'accept' to add the calendar to their calendar list