Calendar notification

Question

Hello all,

I have a customer that has the following scenario : 3 meeting rooms that need to be announced in calendar to all users in company when they are booked and the client want's all users from the company to have access to the same calendar to see when the meeting rooms are occupied.

The problem is that users in calendar should only be notified when they are part of a meeting, now all users receive notifications even if they are not in a meeting . Is there a way to have this done , users to see the calendar ( view/add/edit) ,but receive notifications only when they are part of a meeting .

Thank you

Answer 1

Hello Qian,

Thank you for your reply, i will check the setup you proposed and get back with feedback .

Bogdan

Answer 2

Hi BBogdanOV,

Thank you for choosing Microsoft community.

Regarding your concern, I think you might need the help of the room mailbox. See Room and equipment mailboxes & Create and manage room mailboxes.

After that, Use the Scheduling Assistant and Room Finder for meetings in Outlook (microsoft.com). So any user who wants to schedule a meeting could see the availability of the rooms.

And since the meeting invitation are sent by the meeting organizer to specific users, so only the people who are involved in the meeting should receive the email invitation/notification.

If you want to share the calendar to the organization with specific permissions (View/Edit, etc.), kindly refer to Share an Outlook calendar with other people (microsoft.com). 

Hope it helps! If any update, welcome to share with us.

Thanks & Stay safe,

Qian

Answer 3

Hello Stefan,

All users have office 365 under running windows. Users have Exchange online ( office365 exchange ) maybe there is a global option for this setup , maybe in Exchange calendar or in SharePoint or in teams .

Thanks

Bogdan

Answer 4

Which specific application are you running? For example, is this the calendar in Outlook application running under Windows or Mac OS?