Create a Shared Calendar in Exchange Server With this Guide
This guide is for all those who want to create a Shared Calendar in Exchange Server. Having a team calendar where multiple people can contribute and collaborate is essential in any organization.
However, in companies where there is an Exchange Server, this process is not so straightforward. That is why I have made this tutorial here; you will find every possible method alongside that I will also tell you about the best practices that make shared calendar creation foolproof in any Exchange Server version. Let us study the main reason why any organization or user has to make one.
Why Create a Shared Calendar in Exchange Server?
- Collaboration: Central project and social event planning.
- Scheduling: Quickly view availability to save time and reduce conflicts.
- Information: All important dates/events/schedules in one accessible location.
- Permissions: Control shared detail (free/busy vs. full details).
- Visibility: See the combined schedules of multiple people at a glance.
- Flexibility: Mix user, resource, or external Internet calendars.
Before You Begin, Do This
By following these points, you will be ready to create a shared calendar in Exchange Server.
First of all, check what version of Exchange Server you are using, as some methods that work in one version might have been deprecated in another.
Then see if you possess the access to the Exchange Admin Center (EAC) or the necessary PowerShell modules.
Identify users who will be part of this shared calendar and ideally place them in a pre-made Security Group for easier management.
Use ECP/EAC to Create a Shared Calendar in Exchange Server
It is not possible to directly create a shared calendar; what you have to do instead is use the shared mailbox, add members to it, and give calendar access to them.
Step 1. Open EAC > Recipients > Shared in the EAC, click “Add,” and fill in the display name and email address.
Step 2. Then click “Add” again to select users and grant them permissions.
Step 3. Finally, click “Save” to create the shared mailbox.
Use PowerShell/EMS
For those who prefer code, we have ways to create a shared calendar in Exchange Server via PowerShell as well.
Here is a simple cmdlet that gives a user editor access to another user’s calendar:
Add-MailboxFolderPermission -Identity “[email protected]:\Calendar” -User “[email protected]” -AccessRights Editor
Modify it according to your use case.
How Users Can Make an Exchange Server Shared Calendar Through Outlook
- Step 1. Launch Outlook, and go to the calendar tab.
- Step 2. Create a new calendar for sharing or use an existing one, right-click to trigger the flyout menu.
- Step 3. Choose Sharing Permissions.
- Step 4. A pane opens from the right-hand side of the screen. Type in the names of all those with whom you want to share the calendar.
- Step 5. Hit Send.
Ask the recipient to accept the request.
Best Practices to Follow
No matter what method you choose, these points apply universally. So follow them.
Keep Calendar Names Distinct. Microsoft Exchange does all of the heavy lifting here; admins can further strengthen it by deploying policies that prevent homoglyphs.
Plan permissions according to the role. Preemptively decide who gets to edit and who can only view the details. You can always change these details based on role requirements.
Always try to safeguard your existing calendar details. Especially if you are an admin designing a new Shared calendar organization-wide. For this, a SysTools Exchange Server Export tool can be pretty helpful.
Use its demo to get an idea of how it works before getting the full version.
Conclusion
Here, we got to know about a bunch of methods to create a shared calendar in Exchange Server. Users and admins can both follow their preferred method. We told you about the Exchange Admin Center (or Exchange Control Panel), then explored the PowerShell methods, and at the end, gave guidelines on how to share calendars using OWA.
Frequently Asked Questions
Q1. What was the earliest Exchange Server version with the shared calendar feature?
Shared calendars first appeared in Exchange Server 4.0, all the way back in 1996. Then you could only configure shared calendars through the use of Public Folders. However, since then, this feature has received continuous updates and now has many more features than before.
Q2. How many people can access a shared calendar in Exchange Server?
Microsoft has not defined any fixed limit; you can have as many people as there are in your organization, and with distribution groups, this number expands even further. However, if too many people (25 or more) with delegate access try to edit the calendar simultaneously, they might face issues. So admins should voluntarily limit the total members.
Q3. Which is the best way to make team calendars in the Exchange Server SE?
The same method you would use for Exchange Server 2019 works here as well. It is to make a shared mailbox and then use its built-in calendar. With this, you can easily avoid the restrictions of the legacy public folder style options.
Q4. Can I create shared calendars via the Outlook Mobile app with the Exchange Server connection?
No, the Outlook mobile app on both Android and iOS does not have the facility to make new shared calendars. You must use some other option described in this text.