How to set automatic replies for shared outlook calendar

Jovana Radovanovic 20 Reputation points
2024-04-26T13:28:57.9033333+00:00

Hello,

My team has a shared a email account for the shared calendar for out of office invites, travels and other, and I need to know if there is a way for those meeting invites to be automatically accepted so I don't need to accept one by one.

Also, is there a way to send OOO to block your calendar without blocking the shared calendar?

Thanks in advance.

Kind regards,

Jovana

Outlook
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  1. Faery Fu-MSFT 17,286 Reputation points Microsoft Vendor
    2024-04-29T07:07:49.43+00:00

    Hi @Jovana Radovanovic ,

    Automatically Accepting Meeting Invites: To automatically accept meeting invites in a shared mailbox, you can use the Set-CalendarProcessing cmdlet in Microsoft Exchange, this cmdlet is only available for room calendar, so you may need to change the mailbox type to “room”. Here’s an example of how you can do this:

    Set-Mailbox info@yourdomain.com -Type Room
    Set-CalendarProcessing info@yourdomain.com -AutomateProcessing AutoAccept -AllowConflicts:$true
    

    Sending Out of Office (OOO) Without Blocking Shared Calendar: To send an Out of Office event without blocking the shared calendar, you can create an “out of office event” on your calendar and then send this event to others. Here are the steps:

    1. In Calendar, on the Home tab, select New Event.
    2. Add a title for the event, then select the start and end dates.
    3. To block out an entire day (or days), slide the All day toggle to the right.
    4. In the Options group, select Busy, then choose Out of office from the drop-down.
    5. Select Save.
    6. Right-click the out of office event you created earlier and select Duplicate event.
    7. In the Attendees group, select Response Options, and clear Request Responses on the drop-down.
    8. In the Options group, select Free/Busy, and from the drop-down list select Free.
    9. In Invite attendees, add the intended recipients.
    10. Select Send.

    This way, the event will show you as Out of Office, but it will not block the shared calendar.


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