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SharePoint online company-wide "viewable" training calendar

Anonymous
2019-06-06T17:22:52+00:00

We just started using SharePoint as a company.

Our department, Training, has created a SharePoint Team site and also a SharePoint Communication site. We are going to use the SharePoint Team site to work together. We are going to use the SharePoint Communication site to display information about our department.

We have been asked to create a 'Training calendar' and to have that calendar on the SharePoint Communication site, so that everyone in the company can see what training is taking place and when and where. ONLY people from the Training department should be able to add/edit events on the training calendar. Everyone else in the company should be able to view and add events to their calendar. The only thing that should show up on that calendar should be training events, not an individual's meeting or events.

It appears that there are many ways to create calendars in SharePoint:

  • use an Events web part in SharePoint
  • use a list calendar
  • create a 365 group and then share that group's calendar on the SharePoint Communication site

I am not sure what to do. 

I was looking at this option here: https://www.quadrotech-it.com/blog/create-a-company-wide-shared-calendar-using-sharepoint-online/ but I think that might share each user's schedule and that is not what we want to do.

Here's my question: what would be the best way to set up a calendar that could be accessed on a SharePoint communication site and also from within each employee's Outlook (both OWA and desktop)?

Requirements:

  • only the Training department should be able to add/edit events
  • all employees should be able to view the calendar from the SharePoint communication site and also from their web-based or desktop Outlook
Microsoft 365 and Office | SharePoint | For business | Windows

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  1. Anonymous
    2019-06-08T16:19:33+00:00

    As far as I can tell in this muddled product, you can only add a classic calendar list because there is no modern equivalent. And you can't add a traditional calendar style view of a classic calendar to a modern web page. The group calendar web part connects to O365 groups but displays events as a list not as a calendar. All in all, this is another huge miss in the modern ui, which still has nowhere near the features necessary to replace classic SP.

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  2. Anonymous
    2019-06-07T03:32:15+00:00

    Hi Jeffmattyz,

    Based on your description, it seems that you want the following in the communication site in SharePoint Online.

    1. You want each person in your organization to only view their own events and add the events to their calendar in Outlook.
    2. Only the training department members can add the users’ events in the calendar.

    If yes, you may need to create each calendar list for each person to add their schedual events and set the unique permission for the list for only the specific user to view their schedual events and sync the calendar list to Outlook 2016.

    The Office 365 group calendar is for Office 365 group members to see the shared events and add new events. So each one in the Office 365 group member have the permissions to edit the calendar. For the calendar list in the communication site in SharePoint Online, you can add all events for all users in one calendar and set different views to show different events for user. However, users with the Read permissions can still switch views to see other events. When users use the Connect to Outlook option to sync the calendar list to their Outlook 2016 clients, they can still see all events nomatter related to them or unrelated to them.

    So for the scenario in your organization, the better way is to create each calendar list for each person to add their schedual events and set the unique permission for the list for only the specific user to view their schedual events and sync the calendar list to Outlook 2016. I know that it is time-consuming for you to deploy it, but this may be the only out-of-the-box way in SharePoint Online now. Moreover, I also suggest you post a new thread on our MSDN forum  which is a specific forum for SharePoint development solutions to see if the engineers there can have a development solutions for your scenarios in your environment.

    Thanks for your understanding.

    Cliff

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