Selectivly invite attendees to Group calendar event
We need the ability to add events to a Group calendar where only selected people are invited and notified.
The current ability to create Group calendar appointments is a step forward but not good enough. As soon as someone is invited, it changes from an appointment to an event that then sends a notification to all group members – whether subscribed to the Group or not!
- Ability to deselect Group members from a Group calendar event
- Ability to add invitees to event where only invitees are notified – either group members or non-group individuals
- Maintain ability for all Group members to see event in Group calendar and add to their calendar if desired
- EVENT CREATION
-- Create new event in Group calendar
-- Choose not to notify/invite group members
-- Add specific individuals – either group members or non-group individuals
- EVENT INVITEES
-- Named invitees receive invite in their inbox
- GROUP MEMBERS NOT SPECIFICALLY INVITED
-- Do not receive a notification of the event in inbox
-- Can see event in Group calendar
-- Can edit event in Group calendar
-- Can add Group event to personal calendar
BONUS EXPERIANCE CHANGE
If the Group notification remains checked for the event, only send the invite to the Group members inbox if they subscribe to the Group i.e. treat calendar notifications the same as Group conversations
We’re currently working on improving the group events experience.
While not exactly with checkboxes like the OP suggested—I’m confident that we hit each point (including the bonus!) that you’ve suggested.
What we’re doing is that we’re simply going to follow who is on the To line in your group event. If you don’t put anyone there, then it will be saved on the group calendar and folks can add it to their calendar. If you do put specific individuals, they get an invite in their inbox. If you put the group in, those who are following calendar events in the group will get an invite in their inbox.
Follow the feature here on the Microsoft 365 Roadmap: https://www.microsoft.com/en-us/microsoft-365/roadmap?filters=&searchterms=46257
@Fredrik: In the new Outlook on the web, there won't be any invitees by default on the To line, so yes, by default, no one will get an invitation.
In Outlook for Windows, appointments and meetings are separate buttons, the former continues to have no one on the To line (and no one gets an invitation), and meetings will continue to have the group on the to line (and the group will get an invitation).
Bill Blais commented
Definitely agree w/Fredrik re: adding directly to calendar, because it sounds from the 'working on it' statement that adding an event to the group calendar from within the group interface will automatically add the group in the To, thereby resulting in the current unwanted email blast. Maybe I'm wrong?
Separately, how will/won't this new functionality work with the announced updates to Teams meetings/calendar functionality?
I do hope this means that if a calendar event is added directly to the calendar (not via invite), there will NOT be an invitation to all members. Or that this is a configurable setting, defaulting to off.
We also noticed that people gain the updates to events - a change of date meant that everybody received multiple e-mails. This was getting problematic and we also received updates whether people were attending or not, and no option to turn this off. The fixes and implementations need to occur soon to make sure that O365 Groups can effectively be used to replace distribution lists.
Use meta-data to group certain events!
This request has a lot of votes and has been open for almost a year and a half. Please fix this Microsoft. We have just moved to O365 in the last year and moved our Public Calendars to Groups, and this is frustrating so many people. Our user base is not fond of change to begin with, but then to have a change that inconveniences them further makes things much more difficult.
Is anyone reading this commented
Please can this be looked at and responded to?
Yes - this is what we want too!
Please can this be resolved? There is also no way to create a group calendar event without sending out an invite to the whole group and just as important, there is no way to do this via MS Graph.
A lot of the time, senior members of a company are assigned to groups to overview and gain access to the content and materials (including conversations and events), but they definitely do not want to be sent an invite. If you implicitly do not set the group as an attendee (or perhaps there is an attribute to do so), then it should not send out the invite. If a member of staff is a designated attendee, they still need to be able to add the event into their personal calendar. It would be great if this can be fixed at the MS Graph level as well as in the UI. This is a serious barrier to adoption for groups and it can cause an absolute embarrassment when migrating calendar events from a different source.
This simply doesn't make the cut. You can create an appointment in the Group Calendar, but then the appoint doesn't show up on your own calendar. You can also create an appointment in the Group Calendar, edit the list of recipients to include just yourself, and then the whole group gets invited anyway.
In my testing, this works as described ("desired experience") from OWA. No idea why it doesn't work the same from the Outlook desktop environment.
Benjamin Hanke commented
I totally agree to the comments and I would appreciate that the functionality of the Office 365 groups calendar is the same like a calendar of a shared mailbox. Until then, it is useless for us!
We currently don't use group calendars because the notifications are a major annoyance to users. I can't think of a reason that an organization would want all their users emailed every time a shared calendar was updated. Please consider fixing this!
Our frustrating workaround is: we now have to have a "customer support team" group and a "customer support team" shared mailbox (just for the calendar). It confuses our users and cloggs up our mailboxes.
Aaron McRann commented
This is such an important requirement for us! Seems like a simple oversight, but please fix it quickly!
Exactly - also as a Project Manager you need to be able to:
1) Choose who to invite
2) Invite on behalf of the project group and NOT include ONE SELF
Im dumbfounded at the default behavior. Why have a separate Group calendar if it's going to send EVERYONE in the group an invite and add to their calendar anyway? The way this functions now makes no sense. We want a separate calendar for the group so that it is SEPERATE.
Susanne Bergdolt commented
This idea is exactly what we need as well. We use the group calendars a lot. But the events that are scheduled in such calendars are not for the whole group but dedicated members only (often relating to certain channels in a corresponding team).
I would even like to see the feature that the owner of the group can control a default setting for all events in this group calendar - turn off or on the notifications to all group members.
Roy Sharp commented
There appear to be multiple requests for this but the problem still exists. Phil's description is excellent, come on Microsoft why is it still a problem?
YES! Our group has 6 individuals in it, but each event only applies to one or two of them. We still need for everyone, however, to see the event if they choose. I just don't want everyone to receive an email.
We are trying to move our users from public folders and calendars to Groups. Having this ability would help us sell the idea to users who don't want to lose functionality when they make the change.