Allow calendar appointments to be created without inviting all Group members
Right now, when you create a calendar appointment, the group itself is automatically invited, and so the calendar functions like a distribution list, inviting all the members of the Group.
We would like the calendar to have the ability to act more like a separate calendar, or a teamsite calendar. The overlay function would be powerful if we could use the calendar for ... say a leave/Out of office calendar and overlay it over our own calendar.
We shipped the ability to add an appointment that is only shown in the groups calendar. The minimum build to get this feature is 16.0.8429.1000, and the flight is now rolling out to Insiders fast, and will rollout to the other channels in the regular cadence over the next few months.
Derek Brackbill commented
This is not working as expected. There is a checkbox to uncheck for 'Send an invitation to the group' but as soon as you add a person to invite, the check reappears and the box is grayed out.
We need the ability to not invite the whole group and just send to people invited. In my opinion, the box should be unchecked by default or we should have the ability to keep it unchecked by default
Jay H commented
I don't think this is working correctly. Build 8431.2079. I created an appointment in our Group calendar but, when I went to invite specific team members to that appointment, the group distribution was automatically added to the meeting. I deleted the group from the attendee list and added specific members manually, but the members never received an invite to the meeting (but the meeting still shows those members as attendees). This creates a really bad situation where the organizer thinks they have created a valid meeting request but is the only one who is aware of meeting's the existence.
OK. I think I have the 'new feature'. There is a checkbox, 'Send an invitation to the group'. Great. Uncheck that . But.... if you invite anyone, the checkbox becomes checked and the invite goes to EVERYONE in the Group.... what good is that!!!
The point was to create a Group calendar item, invite the desired people, but make the event easily seen by other members of the Group... without cluttering their inbox and calendars...
so, the way it its now, you can have a group calendar item, but you cannot invite anyone.... great.
try again.. but, it'll be another two years... perfect. thanks.
Boom, It's Done... It was over 2 years ago the request was submitted... that's not 'Boom'...
David Beaumier commented
Good news! @Admin, can you provide an hyperlink to the official documentation for this new feature. I'd like to enable this feature for some of our groups.
Ralph Machholz commented
Why this? Let's say for informal appointments (vacation of the team members, etc.) Yes this it's definitely needed in real life scenarios!
The problem with unsubscribing is that the user is then unsubscribed from the emails (conversations).
Chris Hoche commented
I agree with most of what's been discussed here. I feel like right now, if we even had the option to change the default to either be checked or unchecked via PowerShell, that would suffice. The issue for us is that we want teams to use the calendar thru Outlook, where there's no box to check/uncheck. PowerShell option to set the default to not send out the invite would work for my needs.
Daniel Smith commented
Where is Microsoft on this? We have staff members who are members of upwards of 20+ groups. Having the events from each group's calendar automatically appear on their personal calendars is making the use of calendaring in general impossible to manage. Can you imagine looking at a "Tuesday" and seeing 40-50 events appear? What use is that?
Allow us to configure Office 365 Group Calendars to only keep their events to themselves! We don't want notifications or intermingling with our personal calendars, yet we DO want to keep the "Distribution List" functionality of the groups intact and separate!
Roy Sharp commented
Any response / timeline from Microsoft on this?
After enthusiastically embracing the idea of groups these are real barriers to staff using them.
I strongly agree that events without attendees, saving to group storage, and consistency between Outlook and OWA are critical functionality, can we please know when they are going to be included?
It does not make sense the checkbox is implemented in OWA and not in Outlook. Telling my users they have to switch to OWA just to create group events is embarassing and not acceptable,
cannot believe this issue has been around for year
Another example of a basic thing missing is saving an email attachment to a group/sharepoint document library from OWA. There is not any option other than saving it to onedrive or local. Or attaching a sharepoint site document from OWA, you are only allowed to attach group documents.
Or the schedule assistant still missing in the Outlook app for Android which prevents you from checking the schedule for someone when creating an event.
If Microsoft wants to encourage migrations to Office365 they better spend more resources in enhancing core functionalities rather than implementing hundreds of apps that 1% of the users are interested in.
Kellie Atkins commented
I agree. Our company just migrated from outlook 2010 to office 365. We're utilizing the group calendar option for each division. Unfortunately, all members in the group calendar are notified any time an event or a memeber is added. Also, the separate group calendar combines within their personal calendar. All members expressed great dissatisfaction and annoyance with the persistent Constance notifications and lack of a separate calendar displayed. I hope is understandable. I'm still becoming familiar with the new application. I hope someone has a solution.
Bill Blais commented
In our environment (split fairly evenly between desktop app users and office 365 users), the issue is fixed for the 365 users because of the 'send invitation to the group' checkbox (uncheck the box) for all calendar events.
The problem is that desktop users don't have that option in Outlook 2016. There is no relevant checkbox. Adding such a thing to Outlook 2016 would effectively solve this for us.
JEB Sheriff commented
When creating the calendar event if you set the "Status" to "Free" and "Reminder" to "None" the appointment will be set on the calendar; however, an invite to the group will not be sent.
Andreas Mouritsen commented
Why is this not an option yet?
We started using groups instead of our old team sites and used to use the team site calendar, so that the entire team could see upcoming events without filling up their own calendars.
It also seems like you already had this option, but changed it...
Robert Buljevic commented
ok, it could be that my tests worked fine as I also explicitly set via Powershell the parameter AlwaysSubscribeMembersToCalendarEvents to False (something which would until end of April throw an error):
You could try that and see if it gets any better.
Mark Evilsizor commented
Robert that is not my experience. Testing for us with the scenarios and options described below, this is what I have found.
1.) For a new Group calendar (created directly or as part of an MS Teams), any new Meeting setup using Outlook 2016 invites the whole group, it is unavoidable even if I delete the To list, and click the X to close the window and choose to save without sending.
a.) When I ask a Group member to check whether they are subscribed or not, it offers to subscribe in the Outlook 2016 Group Ribbon so I am believing they are not currently subscribed.
2.) If the same Group member opens the meeting invitation email, and clicks the Unsubscribe link in the text at the bottom of the message, then they no longer automatically get invited to future Meetings setup using Outlook 2016.
a.) But the person who creates any Meetings in the group calendar does continue to get these invitations and automatica imposition of the Meeting on their personal calendar
3.) If I use the browser based version of the calendar, using the O365 portal, then there is an additional option "Send an incitation to the group", if I uncheck this box for a new meeting then no one is invited automatically and no one has it forced onto their calendar.
a.) But if I edit this existing appointment in Outlook 2016 and add some notes, then when I save it, it does send an invite and it does add this meeting to each Group member's calendar (unless they unsubscribed as described in nbr 2 above).
i have a question. If a member of my team creates a meeting in the calendar and invites let's say 3 persons but not me. I can see the meeting in the calendar but i cannot see the persons involved. Is there a posibility to see all the persons?
Robert Buljevic commented
This seems to be resolved finally: calendar meeting requests are not sent to each member (and introduced into their personal calendar), only to explicitly invited people. So it looks to me the behavior is now correct both for Outlook and web app.
Can others confirm?
I was able to get all of my team members in our group to click the unsubscribe link at the bottom of one of the appointments that was sent out and that stopped all of them from getting the emails and the appointments from showing up on their calendar.
However, I still cannot find a way to stop the appointment from showing up on my personal calendar if I make the group calendar appoint from within Outlook 2016. If I use O365 web app and uncheck the send to group box, it does not show up. But I would like to be able to use the Outlook 2016 app and the calendar view to add/edit appointments and not have them show up on my calendar every time.