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Microsoft 365 - Calendar Federation

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

Your participation in calendar federation is encouraged.  Even so, UWM users of the Microsoft 365 calendar are able to opt out of calendar sharing by setting their calendar so that "free/busy" times cannot be viewed by anyone.  Moreover, only Microsoft 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 in the Outlook desktop user.

By default, the "free/busy" times of all Microsoft 365 calendar users (but not their appointment details) can be viewed. 

For detailed instructions on how to view the free/busy times of Microsoft 365  calendar users at participating institutions, as well as how to opt out of sharing your free/busy times, please visit M365 Outlook (How To) Schedule Cross-system Calendar Event

If you have any questions, please contact the UWM Help Desk at 414-229-4040, email , or submit your questions online at Getting Help - Technology Resources

Keywordso365, office 365, ootw, outlook, outlook user, outlook 2013, outlook 2016, mailbox, calendars, cross-system sharing, scheduling, free busy time, availability, calendar federation   Doc ID63339
OwnerHelp Desk K.GroupUW-Milwaukee Help Desk
Created2016-05-10 14:47:35Updated2023-07-13 15:38:58
SitesUW-Milwaukee Help Desk
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