How to ensure events posted in group calendar do not auto populate in individual calendars

To ensure that events posted in a Microsoft 365 group calendar do not auto-populate in individual members' calendars, you can follow these steps:

1. Use the Group Calendar Directly: Instead of inviting the group email address to individual calendar events, schedule events directly in the group calendar. This way, the events will only appear in the group calendar and not in individual calendars.
2. Avoid Adding Individuals as Attendees: When creating an event in the group calendar, do not add individual members as attendees. This will prevent the events from being sent to their personal calendars.
3. Create a Shared Calendar: If the group calendar still populates individual calendars, consider creating a separate shared calendar specifically for time-off requests. This calendar should be used solely for this purpose, and members should be instructed to add their time off there without inviting the group or individuals.
4. Permissions Settings: Ensure that the permissions for the group calendar are set correctly so that members can add events without them being automatically sent to their individual calendars.

By following these steps, you can achieve the desired outcome where scheduled events are only shown in the designated group calendar without appearing in individual calendars.

References:

• All users' free/busy info shows in Microsoft 365 modern group calendar

Hi Daria, I get why this is happening. It’s because when you create an event in your own calendar and invite the group’s email address, Outlook treats it as a meeting invite. That means the event gets added to the group calendar and also to every member’s personal calendar by design. If you want the event to stay only in the group calendar, you’ll need to create it directly in the group calendar instead of your own. You can do this by opening the group in Outlook, selecting its calendar, and adding the event there without sending invites. Quick question: does your team need notifications when someone adds time off, or is it enough for everyone to just check the group calendar?