Employees have the following types of Microsoft and Google calendars available to them:

• Employee personal calendar: the default calendar included with an employee's Exchange Online (Outlook) email account.
• Shared Mailbox calendar: the default calendar associated with an Exchange Online Shared Mailbox, see the "Shared Mailbox" description from this article: Email resource features and custom @wesleyan.edu aliases
• Secondary calendar: additional calendars created within an employee's personal or shared mailbox calendar. (Outlook)
• Outlook Room: automatic booking/approvals of events for a specific "location" when using the Outlook client apps.
• Microsoft 365 Group calendar: the calendar associated with an Outlook group or SharePoint site.
• Google personal calendar: the default calendar associated with an employee's Gmail inbox.
• Google shared calendar: calendars created in Google Calendar and shared with other employees.

Feature	Employee Personal	Shared Mailbox	Secondary calendar	Room	Microsoft 365 Group	Google personal	Google shared calendar
Mailbox creation and ownership managed by ITS		yes		yes
Owners may share and set permissions via Outlook	yes	yes	yes
Permissions set via group membership					yes
Set permissions via Google Calendar						yes	yes
Approval process for event creation				yes
Associated Wesleyan email address	yes	yes		yes		yes

 

Microsoft 365 and Exchange Online Calendars

Set permissions for an exchange mailbox calendar

From Outlook on the web, open the Sharing and permissions menu for the calendar you have ownership of.

*If the "Sharing and permissions" menu item is not listed, contact ITS and request ownership for the shared mailbox.

Then, enter the employee's email address and choose the appropriate permission level.

Request event approval for an Outlook Room calendar

For an Outlook Room location, you may request to ITS either of two settings for an Outlook Room's booking process:

• Automatic booking: (default) Accept or decline booking requests automatically. Declines are sent if there is a time overlap with an existing event.
• Delegate approval: a list of people who will receive email notifications to approve any given request.

Only the original event organizer may modify or cancel the event bookings. Additionally, you may request "ownership" of an Outlook Room for more granular control of the calendar permissions. This ownership is treated as Shared Mailbox ownership, however the automatic/delegate approval process still applies. In this case, the owner and anyone with "Can edit" shared permissions may modify event entries.

Google Workspace Calendars

Although most employees use Exchange Online (Outlook) for both email and shared calendars, Google calendar is available for managing events.

Google Calendar Help: Create a calendar for a room or shared space

Notes about using Google Calendar with Outlook:

• The personal calendar does not get used by default since email delivery for employees is in Exchange Online, not Gmail. You must use the "Get shareable link" share it's public/iCal URL to manage or share this calendar in Outlook.
• Shared calendars may be created by anyone, but aren't able to be assigned a unique @wesleyan.edu email address.
• The "ownership" of a shared calendar is the "Make changes and manage sharing" sharing option. https://support.google.com/calendar/answer/44105?sjid=11411948420769602532-NA
  

 

We hope you have found this information helpful!

Please visit the Wesleyan ITS Knowledgebase to locate additional self-help instruction.

To request further assistance please:

• Contact the ITS Service Desk at (860) 685-4000 or
• Request IT Support via the ITS Service Portal