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Office 365: Sharing calendars between team members
Office 365: Sharing calendars between team members

Check other team member's Office calendar for availability

Updated over a week ago

Creating and Sharing Calendars in Office 365

To get started, you will need to log into your top level Office 365 account, which will be used to authenticate into Appointlet. Navigate to the email account's calendar and look at the bottom left section of the screen. Here you can see your calendars:

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When scrolling over this area, ellipses signs (...) will appear on the right side of each section. Click these to edit an existing calendar. This is where you can enter your new member's name so you know it will be reserved for that member.

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(Note: Some Appointlet users have different organizational concepts for their members. For example, you may be booking rooms rather than people. The same logic applies. Just enter the name of the person/place/thing that is being booked)

Alternatively, you can create an entirely new calendar by clicking Add Calendar just above the list. In the window that appears, select Create Blank Calendar from the left navigation bar to name and customize this new calendar. Once the new calendar is configured, click Save.

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Next, click the ellipses (...) icon to the right of the new calendar to expand the options menu and select. "Sharing Permissions."

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Enter the email address associated with the member that you want to connect to this calendar. When you are finished, hit "Share" to send them an email requesting permission to share and connect this calendar with their account. Once they accept this request, Appointlet's bookings will have permission to write events to their calendar.

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On their end, the email will look like this:

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If the member you just shared your calendar with is not yet a team member in your Appointlet organization, you can add them by following the instructions listed here.

Connecting the Shared Calendar

At this point, the new member will need to log in to their account to configure their calendar connection.

Click on the profile image at the bottom left of the Appointlet dashboard to expand the dropdown menu and select Calendars.

In the Calendars window, click the green Connect button next to the area that shows Office 365 + Outlook. Enter your login credentials to allow the Office 365 calendar account to integrate with Appointlet.

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When you connect your Office 365 calendar account, your shared calendar information will come with it. Below the calendar connections, click the Change button to the right of the area that reads "We won't add meetings to any calendars." In the window that appears, click the dropdown menu to select a calendar from the list. This will be the specific calendar within your Office 365 account where Appointlet booking events will be written.

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Additionally, you can select this same calendar in the section just below that reads "We'll check these calendars for conflicts" by clicking the Change button here as well. This will tell Appointlet to check the selected calendars for events, which will block out any available time slots they overlap with.

Finally, you can test that this worked by clicking the View Live button at the top of your Scheduling Pages view to create a test booking.

If you followed the steps correctly, then upon completing the booking, it will show up in your Meetings dashboard and the event will be written to that member's Office 365 calendar.

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