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.
I think I've managed to work my way around this.
I was aware of the difference between members and subscribers, so when I created my group I thought I could short-cut the process by creating the group with Subscribe Members set to Off.
I was wrong. It seems even doing this, when you add members they are automatically subscribed and therefore receive invitations every time anyone adds anything to the group calendar.
This is what I did today and so far it's working fine:
Removed all members.
Reconfigured the group so Subscribe Members is On.
Added back all the members.
Unsubscribed all members.
Now when I send a meeting invitation to the group (i.e. no individuals names in the To line, just the name of the group), group members do not receive invitations, nor does the meeting appear in their calendars - it just appears in the group calendar. If I add individuals into the To line, they get invitations as normal. Which was exactly what I wanted in the first place.
I hope that helps somebody.
J Yates commented
The work around is to create the event and save it, not send it.
Two years later... and this is still an issue :(
You could really just tie this into the "Unsubscribe" feature.... If I unsubscribe please stop the calendar invites too!
I would give all my votes for this. There is a work around from the owa side (send in invitation to the group" buy my people use native outlook 2016.
This is already an option - if you go to create an appointment on Office 365 in a SharePoint Group, there is a checkbox to the right under "People". It says "Send an invitation to the group." If you uncheck that box, no one gets an invitation, but the appointment stays on the group calendar. My issue is, since I'm the one who creates them, Outlook keeps adding the appointments to my personal calendar (even after I've declined them). No one else in the group has that problem. I don't know how to keep it from doing that!
This is crucial. Groups and shared mailbox calendars are mess when everyone belonging to group / mailbox recives meeting invite which is not even adressed to them.
It should work this way:
every member of group should be able to create events and view group calendar, but when new event is created it should ask which members of group should be invited to this event. So invite for this event is recived only by selected group members, but this event is visible in group calendar to every member of the group.
JW Walton commented
I have several clients looking at transitioning from distribution list(DL) groups to Office 365 Groups and who are looking to start leveraging Teams with new Office 365 Groups. All of them, to this point, have found the group calendar to be a roadblock in their roll out planning because the calendar automatically sends invites to the team without a way to change this behavior.
The common thread seems to be that these DL calendars (and SharePoint calendars) have been used as places to note common major events that are not meeting style events and therefore should not be blocking time on personal calendars. Most users currently overlay or open an additional calendar tab to see these calendar events. These clients do acknowledge that there are actual meeting events on the DL calendar but these group meetings are the exception and easily handled by inviting the DL to the already existing meeting.
I've just recommended one of our departments move to a group calendar from their paper calendar. It should be easier to create typical calendar appointments than group meetings in both the online & Outlook versions of the calendar. The fact that they're all getting notifications of every event is seriously complicating this process.
Mamma Duck commented
We recently moved to 365 and have been very dissatisfied with the lack of functionality that are shared calendars now have. We considered using the groups as a place to migrate to, with that being said the group calendar is creating a mess. The expectation was to have the ability to add events to the group calendar and have the option to invite the employees involved, w/o sending the invite to the entire group.
Mathew Smethurst-Evans commented
I've voted on this now as I see it as a major cause of frustration for staff.
I like to get all of the project meetings and deadlines in the group diary so people are aware, but the whole team is unlikely to need to participate in every single meeting!
It's very confusing to staff
Jim Klarp commented
I agree that this should be an option
Tanner Perkins commented
+1 We just migrated over a shared mailbox calendar to a Group calendar without knowing about this issue. Every Group member was blown up. No we'll have to delete everything from the Groups calendar until this is fixed. This will seriously effect buy-in of Groups. Using OWA is not an option as everyone is deeply ingrained in Outlook.
Yes, agree that these invitations should be opt in.
This has become a major issue with my organization and their adoption of Groups. They love the idea of having a shared calendar to more easily schedule resources like GoToMeeting or conference rooms, but it becomes a major hassle when everyone in the group receives a meeting invite to a meeting they aren't a part of.
We want to add appointments and events into the Group Calendar and make it function as a team calendar. The current requirement to send new appt's as an invitation is creating scheduling conflicts and overlap that make the process burdensome.
Matt Mendenhall commented
I agree that this should be an option. Most of the time when I am creating a group, they initially come to me asking for a calendar. It's a tough sell when they run into roadblocks like this. Another one is different permissions levels for calendars as well.
Glen Schaefer commented
I agree the group calendar is useless at the moment and our staff refuse to use as they get too many emails and invites, especially when the meeting times change.
Why can't Office 365 provide a simple team calendar that lists various meetings and events that staff can view whenever they want, and if they want to get notified and reminded choose to do so individually (subscribe)?
Honestly think MS just don't get it sometimes.
Helen Clough commented
I supervise a team of trainers who deliver live events. I'd like to use the calendar to input all events and have an overview of upcoming commitments. It would also be beneficial if the trainer delivering the event was sent an appointment to add to their own calendar. However, with the current set-up either all or no group members are sent the appointment request. It would be great if this could be fixed. Thanks.
Jessica Peters commented
We are using this function to keep track of athletic events at high schools and it is getting ridiculous when almost 30 events a day are coming in when new seasons are starting.
Please help up fix this!
This is frustrating, ideally the group calendar should allow events to be added where only specifically selected group members are invited to attend.
Enforcing the requirement that all group members be invited really limits the usefulness of the group's calendar.