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Summary: This article compares Office 365 Group Calendar and Shared Calendar, outlining their features and benefits. Group Calendar is designed for specific Office 365 groups, offering collaboration and integration with various tools. Shared Calendar is accessible organization-wide, allowing multiple users to schedule and manage appointments. The choice depends on team or organization requirements. It also provides steps for creating a Shared calendar and highlights the importance of data protection.

Working in a collaborative professional setting, I’ve extensively used both Office 365 Group Calendar and Shared Calendar. Despite their common goal of scheduling and event management, I’ve observed significant differences between them. This article delves into a detailed comparison to determine which one is more suitable.

The Office 365 Group Calendar in Outlook is a powerful tool crafted for team collaboration. It extends beyond being a mere calendar, enabling group members to seamlessly share files, exchange emails, and collaborate on documents in real-time.

Conversely, the Shared Calendar offers a calendar shared with view, edit, and delegate permissions. While both options offer integrated calendar functionality, significant distinctions exist between the two. Let’s delve into the comparison of Office 365 Group Calendar vs. Shared Calendar.

Office 365 Group Calendar Vs Shared Calendar

Both calendars have their distinct features & benefits that businesses can take advantage of to streamline work processes & increase business efficiency with Office 365 features.

Features Office 365 Group Calendar Office 365 Shared Calendar
Accessibility Only available within an Office 365 group Can be accessed by any user with permission
Collaboration Enables members of a group to view & manage the calendar, create appointments & schedule meetings Allows multiple users to view & edit the calendar at the same time
Integration Integration with Office 365 tools such as Outlook, SharePoint, Teams & planner Integrates with Outlook & SharePoint
Visibility Provides a clear view of all the events & appointments scheduled for the entire group Gives access to all the events for all users with permission
Privacy The group owner or administrator has control over who can access, view & edit the calendar The owner of the Shared calendar has got full control
Which one should you choose?

The Group calendar is primarily tailored to address the requirements of a specific Office 365 group. It empowers members to maintain a unified and well-organized overview of all their meetings, appointments, and events. Furthermore, the Group calendar seamlessly integrates with tools such as Planner, SharePoint, and Teams.

On the other hand, the Shared calendar is accessible by every user with permission & is designed to be shared throughout an organization. It allows multiple users to schedule & manage appointments & better task management in Microsoft 365. Also, the owner of the Shared calendar has complete control over the visibility & editing permissions of the calendar.

So, which calendar option is superior? The answer hinges entirely on the specific needs of a team or organization. The Group calendar proves advantageous for groups seeking synchronized schedules and enhanced collaboration. On the other hand, the Shared calendar is ideal for organizations aiming to freely share appointments and events.

Bonus content: Best way to create a Shared calendar in Office 365

Once we’ve compared Office 365 Group calendar to the Shared calendar, it’s essential to understand how to create a shared calendar in Office 365 for improved collaboration. Here are the steps to follow:

  • Access Outlook & from the left-side dashboard, tap on the Calendars icon.tap on the Calendars icon
  • Now, go to My Calendars and right-click on the calendar you wish to share. Tap on Share.Tap on Share
  • Next, click on E-mail on E-mail calendar
  • Fill in all the required details and send the calendar share request to your shared user.send the calendar share request
Office 365 Group Calendar permissions

Is it possible to modify Office 365 Group Calendar permissions? Absolutely. Follow our guide below to grant the necessary permissions to your group users.

  • Open Outlook and tap on the Calendars icon.tap on the Calendars icon
  • Right-click on the calendar within the My Calendars section. Go for the option Properties.Right click on the calendar
  • Next, tap on the Permissions tab and you can make the necessary permission changes as per your needs.tap on the Permissions

Note: At times, the permissions tab is not visible which indicates that you do not have the access and required permission for the Office 365 Group calendar.

Wrapping up

Office 365 Group Calendar and Shared Calendar each have their distinct advantages and disadvantages, depending on the situation. Regardless of your choice, both options are highly beneficial for efficiently managing events and activities within organizations.

While managing calendars, it’s crucial to prioritize data safety and perform regular backups of your Office 365 calendar data. You can choose to do this manually or utilize a reliable third-party tool like Kernel Office 365 Backup & Restore for comprehensive data protection. Consider giving it a try to safeguard your organization’s data effectively.

Q. What is the benefit of creating a calendar group in Outlook?

A. The use of calendar groups allows you to see the combined schedules of your colleagues or family members at a glance when you frequently view multiple calendars together. The calendar groups can also contain resources, Internet calendars & SharePoint calendars.

Q. What is the purpose of a shared team calendar?

A. The team calendar consists of a synchronized calendar that all coworkers will have access to. Team calendars are often used to keep track of meeting dates, time off schedules, project deadlines & any other information the entire team needs to know.