- Sharing calendars. This can be an entire calendar, or a partial calendar.
- Forwarding / copying individual events or create a meeting and invite the spouse
- Shared Calendars (Shared vs exports)
- Create a separate “Google Calendar” and share it
Sharing / publishing one calendar is well-documented and akin to making someone a delegate.
Although sharing/publishing one’s calendar is well documented, it depends upon if you are connected to Office 365 (or not). Here are the choices: If you are an Office 365 user, right-click on the calendar and select share:
Still it’s better than nothing.
Where this works well is for public events that are informational with schedules published well in advance (rather than mission-critical or last-minute), e.g.: sports schedules, concert tour dates, corporate training. Note also that these events WANT to be widely-known as opposed to the security attached to corporate or private calendars.
When Zyg got an email announcing a videogame stream, he had the option of putting it into his calendar. Rather than a single event, Gearbox Software subscribed him to an entire calendar.
Share a part of your calendar
There is another option to publishing your entire calendar, sending a partial calendar. Outlook makes this easy, visually pleasing, and security-conscious. Who’d have thunk it?
Make it a meeting
Yes, if Judy needs coverage during a dental procedure, she can simply propose a meeting to Zyg. It shows up in his calendar (regardless of the client or back-end he’s viewing it on) and it’s updated when Judy updates it. But is this can be informational. So why does it show up as Busy, blocking Zyg's availability? Or does Judy really need Zyg to pick her up from the dentist? Still, a viable solution as long as it’s between small numbers of people for a specific purpose. (And Zyg can always change that meeting on his calendar to free…..)
- She could forward Zyg a copy of the meeting (but again, he gets a guest list, which is weird and dangerous).
- She could create a new event to let Zyg know / email it. Which is never going to happen unless her admin does it and that’s now straining the system.
- She could text Zyg at 7:30 from the parking garage saying she’s going to be late for dinner. (This, of course, is the one typically does.)
One of our teammates suggested Judy get really clever and add Zyg to the meeting as a resource. This effectively bcc:'s Zyg to the calendar event . This works only if: Judy is the organizer, and Judy’s Admin remembers to do it. This had several benefits:
- Zyg did NOT show up on the meeting list of attendees (!)
- Zyg DID get updates to the meeting status
- Zyg really doesn’t need (or want!) to see the details
- This breaks if there is no location (and Zyg shows up in the location!) This could be an abuse of the system and would get Judy in trouble with corporate Security.
bcc: and cc: for calendar items.
What do you think?
As we said before, we're looking for feedback and comments.
We'll tell you what we're thinking of doing to solve this in our next post.