Can I share a room calendar with people outside my organization?

Hello Sam,

Unfortunately your Reply is just as misleading as Mouran's was.

The steps you are describing work only for personal calendars, not for Shared or room Mailbox calendars.

cheers 

Christian

Hi Odette,

Thanks for getting back to us and sorry for the misleading information above.

I understand you would like to share the room calendar with an external user who is using Outlook client. Also, it’s true that we can merely email the calendar using the Outlook client like you mentioned above, through which the emailed calendar will not be updated in the future.

Given the situation, we recommend you further check if you can share the calendar successfully in Outlook Web App, here are the detailed steps:

1. Grant yourself the full access permission of the room mailbox. (I think you’ve finished it.)
2. Log into Outlook Web App with your account and open the room mailbox via opening another mailbox.
3. Navigate to Calendar section and click Share to share the room calendar.

4. After that, the external user will receive an email like the following screenshot in the Outlook client：

Then she can either open the .html link in browsers to view the calendar items or subscribe to the .ics file in the Outlook client.

Let me know if anything is misunderstood.

Regards,

Sam

Hi Odette,

I learnt that the error message occurs when you tried adding another user. So, does the problematic user have any difference between other normal users? For example, is the problematic user’s type set to “Shared” instead of user?

If so, please try running the PowerShell cmdlet below to convert it to regular to see if the error still occurs:

1.    Connect to Exchange Online using PowerShell.

2.    Run the command:

Set-Mailbox "mailbox display name" -Type:Regular

Since you cannot publish, share or change calendar permissions from the tool bar, it probably means you were not granted the Full Access permission of the room mailbox successfully. Please try the following suggestion:

1.    Connect to Exchange Online using PowerShell.

2.    ***Get-MailboxFolderPermission -Identity ******@contoso.com:\Calendar -User ***@contoso.com

3.    Check to see if the permission is Editor. If not, please run the command below to set it as Editor:

***Set-MailboxFolderPermission -Identity ******@contoso.com:\Calendar -User ***@contoso.com -AccessRights Editor

Moreover, please send us a screenshot about “When I try to share the calendar, all the options are grayed out, except email” for further checking. To upload a screenshot, please click Reply > Insert image button.

Looking forward to your updates.

Thanks,

Mouran

Thanks for the advice. However, I guess I didn't accurately describe my problem. The calendar I want to share was set up as a room in Office 365. I have added all my staff as Authors/Editors/etc... depending on what they need.

When I try to add another user, I get an error message that says

When I try to share the calendar, all the options are greyed out, except email (which just sends a copy of the calendar in the body of the email). I can't seem to publish, share or change calendar permissions from the tool bar.

I have tried working from my Outlook 2013 desktop app, and also by logging in to my Office 365 business account.

Any additional advice would be greatly appreciated!

Cheers,

Hi Odette,

Yes, you are right. When sharing the room calendar with people outside your organization, there will be an email sent to them with 2 URLs.

Regarding “The person I want to share with uses the Outlook desktop app and would like to add our shared calendar to her own outlook”, do you mean that you want to import the room mailbox calendar to the  external user’s calendar?

If so, you can first grant the Full Access permission of the room mailbox to yourself. After that, export the room mailbox calendar to a .PST file. Email the .PST file to the  person outside your organization.  He can then import the .PST file to his own calendar.

For more information, please refer to:

https://support.office.com/en-us/article/Import-email-contacts-and-calendar-from-an-Outlook-pst-file-431a8e9a-f99f-4d5f-ae48-ded54b3440ac

https://support.office.com/en-us/article/Export-or-backup-email-contacts-and-calendar-to-an-Outlook-pst-file-14252b52-3075-4e9b-be4e-ff9ef1068f91

Feel free to let me know if anything is misunderstood.

Thanks,

Mouran