Shared Calendar For Scheduled Tasks

Fozzie Bear

Fozzie Bear

Senior Member
Outlook version
Outlook 2016 64 bit
Email Account
Outlook.com (as MS Exchange)
Hi I am looking for some suggestions for getting automated reminders for tasks. To give a little background, we are a charity and run a Community Hall in the UK. There are lots of things related to the hall that need reminders to prompt actions e.g. Fire Extinguisher Testing, Renewing Buildings Insurance, Pay our Entertainment and Music Licences etc. As a charity we have signed up to Microsoft Non-Profit Office 365 and have several email account mailboxes with associated calendars, OneDrive storage etc. I would like to use Sharepoint but we are not there yet.

Is it possible to use one of the calendars to send out reminders to all of the committee. Most activities are annual events like the Fire Alarm inspection and Extinguisher Inspection but some are every five years such as building electrical installation test. Is it possible to set this up or is there an easier way to achieve this with another Office 365 module or add-on rather than entering all the dates in a calendar? Any suggestions greatly appreciated
 
You'll need to add the events to the calendar manually - and can add an email reminder (in Outlook on the web) - but it would only go to the shared mailbox address. If the mail to that mailbox is forwarded to a DL - then everone on the DL should get the email reminder.

Flow could also be used to forward the reminders.

1679922829601.png
 
As always Diane thank you for your useful reply.

When you say the email will only go to the shared email address do you mean the email account whose associated calendar I use to enter the events e.g. admin@xxxxxx.com? Similarly is a shared DL a distribution list?

I can't see how to create a distribution list on OWA for admin@xxxxxx.com so have created a contact list and tried to add it to the email forwarding in Settings>Rules but it will only accept a single email address not the contact list that I set up which is not listed? Can it be done this way or do I have to log into the admin centre and create the DL and forwarding rules there?
I don't know anything about Flow but will do some web searches.
Many thanks
Fozzie
 
Consider utilizing Flow in Office 365 to automate reminders. You can link it to your calendars and set up recurring alerts for tasks. Music-wise, this approach can be your harmonious solution.
 
You must log in or register to reply here.
< New minimum Outlook for Windows version requirements for Microsoft 365/Exchange Online | Upgrading from: MS Office Professional Plus 2010 to: MS Office Professional Plus 2021 >
Similar threads
Thread starter Title Forum Replies Date
U When opening shared Calendar "The set of folders cannot be opened" Using Outlook 0
V Unchecking my calendar and leaving shared one visible Outlook VBA and Custom Forms 1
S Excel VBA and shared calendar issue Outlook VBA and Custom Forms 3
J O365 - Adding Shared Google Calendar ICS link issue in O365 Using Outlook 0
N Having Shared Calendar shift to Current day Using Outlook 0
R auto send email when meeting closes from a shared calendar only Outlook VBA and Custom Forms 2
J Updating existing entry on shared calendar wants to send update from delegate Using Outlook 0
G Unable to dismiss reminders from share point list calendar shared in Outlook Using Outlook 2
M Using conditional formatting on a shared calendar with categories Using Outlook 6
D Outlook macros to create meeting on shared calendar Outlook VBA and Custom Forms 10
C Outlook Shared Calendar Using Outlook 1
K Other Shared Calendar on Outlook cannot change items Using Outlook.com accounts in Outlook 7
Diane Poremsky Shared Calendar Can't Be Deleted Using Outlook 0
A Get shared calendar name or id in custom appointment form Using Outlook 0
Mark Foley Problem subscribing to shared calendar Using Outlook 1
M Copy new appointments created in multiple shared calendars to another exchange calendar Outlook VBA and Custom Forms 1
T Shared calendar not updating Using Outlook 1
Diane Poremsky How to View a Shared Calendar on a Smartphone Using Outlook 0
N Adding Appointment Item in Outlook to Shared Calendar Folder Outlook VBA and Custom Forms 7
J Auto Accept Notifications from a shared icloud calendar? Using Outlook 4
M Create an Appointment from XL Spreadsheet in a Shared Calendar. Outlook VBA and Custom Forms 1
F e-mail reminder for shared calendar Outlook VBA and Custom Forms 1
D Reminders in Outlook shared calendar Using Outlook 2
Z Reminders for all members of a shared calendar Using Outlook 1
M Email notification on creation of an appointment shared calendar? Outlook VBA and Custom Forms 3
Rory Campion Not getting a warning when a shared calendar item has been updated by someone else Using Outlook 2
N Outlook Shared appointments automatically to Private Calendar Using Outlook 1
I how to create appointment using saved template onto public folder shared calendar Using Outlook 3
Alex Hall When updating shared calendar, it does not automatically update personal calendar Using Outlook 3
J Creating an "isolated" shared calendar in Outlook Outlook VBA and Custom Forms 1
A Excel to Shared Outlook Calendar Using Outlook 1
T Shared Calendar usable from Intranet Using Outlook 2
R How to copy outlook 2010 shared calendar appointment or meeting to personal calendar by vba? Outlook VBA and Custom Forms 1
R How to turn OFF the Reminders for shared calendar events but not off personal Using Outlook 1
M Open meeting in organizer's shared calendar Using Outlook 0
R New computer, OL2010 unable to display shared calendar appointments Exchange Server Administration 3
A Shared Calendar Outlook 2010 Using Outlook 4
T Setting Color codes for each user of a shared Calendar Using Outlook 1
M Calendar navigation displays previous field records.check calendar is shared.. Using Outlook 3
S Some people can not see the contents of my shared calendar. Using Outlook 2
S Viewing shared calendar on smart phones Using Outlook 1
M outlook shared calendar data export to excel sheet Using Outlook 1
K Prevent meeting requests being sent from a shared calendar in a group mailbox Using Outlook 1
D Selecting shared calendar for appointment/meeting templates Using Outlook 2
L Shared calendar appointments received as emails, stays in inbox! Using Outlook 1
N Prevent reminder dismisal in shared calendar Using Outlook 1
E Shared Calendar Permissions Exchange Server Administration 4
C shared calendar reminders Using Outlook 6
J Oulook 2010 Shared Calendar Syncing Using Outlook 1
N Can't delete calendar entries on shared calendar Using Outlook 3

Similar threads

Back
Top