Manage user permissions on the calendar of a Shared mailbox

Question

Hi,

Our company needs a global calendar where we can see everyone's leaves and also booking of rooms. We have created a shared mailbox to facilitate this, the leaves are being updated into this global calendar by an external application. However, since its a shared mailbox, anyone will have access to edit the entries. Having said that, is there a way we can allow everyone Read access but only a few can have Manage(edit) access on this calendar?

Appreciate all the help/assistance from anyone here :)

Thank you in advance! :)

Answer 1

Hi Joy,

My name is RY, I'm an Independent Advisor and a Microsoft user like you.

With regards to your concern about shared calendar, I highly suggest to create two Security Groups for different permissions on the shared calendar.

(1) For the ones who have Edit permission on the shared calendar

(2) For the ones who only have Read-Only permission

To create security group, please follow below steps:

1. Log in to https://outlook.office365.com/ecp (This should be done by your IT Administrator)
2. Go to "recipients" > "groups"
3. Create "mail-enabled security group"
4. Put necessary information for the security group
5. Add the needed members

NOTE: repeat the same steps for the 2nd security group

To set the permission on the shared calendar, please follow below steps:

1. Open the shared calendar in Outlook on the web
2. Go to calendar > click on "..." then choose "Sharing and permissions"
3. Type the email of the newly created security group > click "Share"
4. Then change the permission to "can edit"

NOTE: repeat step #3-#4 for the 2nd security group permission but the permission should be "can view all details"

Those steps should be done by the IT Administrator of your organization. Please reach them and provide those steps.

Please let me know if it you have other questions or concerns.

Thank you!

Regards,

RY

Answer 2

Hi RY,

Thank you so much for your detailed reply. I will try this out as I am also the IT Admin for our company. I will update here if it works as we intend it to be. :)

Best regards,

Joy

Answer 3

Hi Joy,

Thank you for your response.

If you have any questions on the process, feel free to let me know so we can check it together.

Have a great day ahead!

Regards,

RY

Answer 4

Dear RY,

Thanks for your help so far. I have done the steps that you have mentioned and was able to successfully create the shared calendar.

However, there is a problem in accessing the Shared calendar in Outlook desktop. After the user accepts the invitation to add the shared calendar, it will show in the calendar as an option to view, but you cannot click on it.

In Outlook web, however, i did the same process, but here, i can click on the calendar and view its contents, what could be the reason?

I would really appreciate any help on this. thank you!