Office 365 - Calendar Federation

To facilitate communication and collaboration within the UW System, it is now possible to schedule events with Office 365 calendar users at other select UW System institutions. Office 365 "calendar federation" allows the "free/busy" calendar information of UWM's Office 365 users to be viewable by Office 365 users at other participating UW System institutions. Such users' "free/busy" times are, in turn, viewable by UWM's Office 365 calendar users.

Your participation in calendar federation is encouraged.  Even so, any UWM user of the Office 365 calendar user can opt out by setting their calendar so that "free/busy" times cannot be viewed by anyone aside from that user.  Moreover, only Office 365 users at participating UW System institutions have the ability to view the "free/busy" calendar information of users who have not opted out.

The UW System institutions participating in calendar federation currently include:

  • UW System Administration
  • UW Colleges and Extension
  • UW-Eau Claire
  • UW-Green Bay
  • UW-Madison
  • UW-Milwaukee
  • UW-Platteville 
  • UW-River Falls
  • UW-Stevens Point
  • UW-Stout 
  • UW-Superior

Viewing the "free/busy" times of users at one of these institutions can be done by entering the appropriate e-mail address into the scheduling assistant in Outlook on the web or the Outlook desktop client. By default, the "free/busy" times of all Office 365 calendar users (but not their appointment details) can be viewed. 

For detailed instructions on how to view the free/busy times of Office 365 calendar users at participating institutions, as well as how to opt out of sharing your free/busy times, please visit the Cross-system Calendar Event Scheduling article in the UWM Knowledgebase.

If you have any questions, please contact the UWM Help Desk at 414-229-4040, toll free at 877-381-3459, visit Bolton Hall 225, or submit your questions online at



Formal Campus Endorsement of UWM's participation in Office 365 Calendar Federation  

  • UWM's Office 365 Governance Group - endorsed the proposal on March 15, 2016
  • UWM's IT Policy Committee (UWM's campus governance body for IT) endorsed the proposal on April 1, 2016
  • UWM's Chancellor's Cabinet endorsed the proposal on April 11, 2016

Keywords:o365, office 365, ootw, outlook, outlook client, outlook 2013, outlook 2016, mailbox, calendars, cross-system sharing, scheduling, free busy time, availability, calendar federation   Doc ID:63339
Owner:Help Desk K.Group:UW-Milwaukee Help Desk
Created:2016-05-10 14:47 CDTUpdated:2023-06-05 13:44 CDT
Sites:UW-Milwaukee Help Desk
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