Reminder to Update Calendar Visibility Settings in Outlook

Modified on Fri, 17 Jan at 1:10 PM

Sent: Friday, September 6, 2024 3:45 PM

Type of the Notice: Change to Calendar Permissions

Level of Impact: Med

Urgency Level: Low

User Action Required: Kindly follow the steps shown below in order to update your calendar viewing permissions for the rest of the organization. This is request for all MORPC staff.

Purpose: By default, Microsoft 365 calendars are set to view “Free/Busy” time only. Free/Busy is being aware that another person has an appointment at a certain day and time, but the title and location are not visible by default. ITS has enabled a policy to allow users to manage and share their calendar events with all members of MORPC for greater visibility.

This is not to police calendars but to simply make it easier and more straight forward for co-workers to schedule meetings based on your current schedule.

*PLEASE NOTE: Any calendar events marked as "Private" will still remain private without title or location visible to the organization.

Details: Managing Your Microsoft 365 Calendar Visibility with MORPC Team Members

Users may manage their calendar settings in the Microsoft 365 portal, instructions below:

**Note: If you are using the NEW Outlook Email Application, proceed to step 6. If you still using the OLD Outlook Email Application, please skip steps 1-6 and continue from step 7.

Go to www.office.com and login with your full email and password.
Once you have logged in and arrive at the home page, click the Apps button on the left pane to view the calendar option. (Figure 1)

Figure 1:

Click on "All apps" to display all applications if you don’t see the Calendar app. If you do see the Calendar app, please skip to step 4. (Figure 2)

Figure 2:

Click the Calendar tile to open the Calendar app. (Figure 3)

Figure 3:

Once the calendar is opened, click "Share" on the top ribbon. (Figure 4) On the popup, click the drop down menu to select "Can view titles and locations." (Figure 5) Once selected, preferences will automatically save.

Figure 4:

(Note: If you have multiple calendars, please click the calendar name you wish to change the permission level for.)

Figure 5:

From the OLD Outlook Email Application, switch to Calendar mode from the tab on the left menu bar then click on "Share" in the upper ribbon. (Figure 6)

Figure 6:

In the Calendar Properties window, select "My Organization" and check the radio button next to "Can view titles and locations" then click "Apply" and "OK." (Figure 7)

Figure 7:

This will allow users within the organization to see the Title and Location of the meeting instead of only showing as either Free or Busy as currently set by default.

Please do not hesitate to reach out to me or any member of the IT team should there be any further assistance needed regarding this Service Notice.