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What is the recommended procedure for sending an invitation to a shared calendar to all our colleagues (both internal and external) in a single action?

Panagiota Syraga (EXT) 0 Reputation points
2025-07-18T07:22:24.9033333+00:00

Dear Microsoft Support,

On behalf of our company, we would like to request some clarifications.

We have recently created two new shared calendars in Microsoft Outlook Calendar that we wish to share with all corporate email accounts of our colleagues, including external partners whose email addresses are marked with the (EXT).

We would appreciate your guidance on what is the recommended procedure for sending an invitation to these shared calendars to all our colleagues-partners (both internal and external) in a single action? I assume there is a way to send these invitations in bulk, without having to send them individually to each contact.

Thank you.

Outlook | Windows | New Outlook for Windows | For business
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  1. Panagiota Syraga (EXT) 0 Reputation points
    2025-09-25T08:55:45.16+00:00

    Hello,

    I tried to invite two TWT teams to the two new calendars that were created from TWT Marketing, but it seems I’m unable to add the teams directly. I can only invite individual members one by one.

    Do you know why this might be happening? Is there a recommended solution or workaround so I can share the calendars with the whole teams at once?

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  2. Phoebe-N 10,665 Reputation points Microsoft External Staff Moderator
    2025-07-18T07:39:35.0933333+00:00

    Hi Panagiota Syraga (EXT)

    Good day! Welcome to Q&A forum.

    Unfortunately, Outlook does not currently support sending shared calendar invitations in bulk directly from the calendar interface, especially when it involves external users (EXT). However, you can achieve your goal using one of the following approaches. 

     

    Option 1: Use Microsoft 365 Admin Center (for Internal Users Only) 

    If you're an admin or have access to someone who is: 

    1. Go to the Microsoft 365 Admin Center. 
    2. Navigate to Groups > Shared mailboxes or Resources. 
    3. Assign calendar permissions to internal users via PowerShell or admin tools. 

    This method is more scalable for internal users but doesn't work for external (EXT) users. 

     

    Option 2: Share Calendar Link via Email (Best for External Users) 

    1. Open the shared calendar in Outlook. 
    2. Click Share > Get a link to this calendar (if available). 
    3. Copy the link and send it via email to all recipients (internal and external). 
    4. You can use Outlook Contact Groups or distribution lists to send the email in one go. 

    This is the most flexible method for external users, as it avoids permission issues and lets them open the calendar in a browser or compatible app. 

     

    Please let me know if there are any updates or further concerns. I am happy to help. 

    If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment". 

    Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread. Good day! Welcome to Q&A forum 

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