Microsoft 365 Group Calendar Vs Shared Calendar: Which One Should You Use

In Microsoft 365, the two types of calendars that can be used for collaboration are Group Calendar and Shared Calendar. Even though there are some differences between these calendars, both can help users view and edit multiple events. Due to this users get confused about the differences. Hence, in this article, we discuss in detail how Microsoft 365 Group Calendar Vs Shared Calendar would better fit you and why you should use them. 

Table of Contents:

1. Features of Microsoft 365 Group Calendar Vs Shared Calendar
2. Choosing Between Microsoft 365 Group Calendar Vs Shared Calendar
3. Benefits of Using a Microsoft 365 Shared Calendar and a Group Calendar
4. What Should You Do When You Want to Shift From One Calendar Type to the Other?
5. Conclusion

Features of Microsoft 365 Group Calendar Vs Shared Calendar

Choosing Between Microsoft 365 Group Calendar Vs Shared Calendar

Group Calendar: 

1. A group calendar is a calendar that is managed by a group of people in an organization.
2. The users can edit and view the events scheduled, and can also create new events as well as invite users. 
3. It is associated with the Microsoft 365 group, including shared files, OneNote Notebooks, and mailboxes. 
4. These group calendars can be accessed through Outlook as well as the Teams app.

Shared Calendar: 

1. A shared calendar is a calendar that is managed by an individual and the other users can get permission to manage the schedule.
2. Users can view, edit, create, and invite attendees on the shared calendar.
3. Users can share their calendars with specific people or a group of people and set different permissions for different users.
4. A shared calendar can be accessed through Outlook or the Outlook web app.

Benefits of Using a Microsoft 365 Shared Calendar and a Group Calendar

Group Calendars are suitable for larger departments or groups. Microsoft SharePoint and Teams connect better with this type of calendar. Finding events in group calendars is quite easy. Shared calendars enable users to give permission and options for sharing access to individuals. 

The group calendar is tailored to address the requirements of a specific group of users. On the other hand, every user with permission has access to managing events. This helps in making task management in Microsoft 365 better. The owner of the shared calendar has complete control over the permissions and the visibility of the calendar. 

Also Read: What is Office 365 Throttling and How to Prevent It?

What Should You Do When You Want to Shift From One Calendar Type to the Other?

In case, you wish to shift from one calendar type to another, you should use an automated tool that makes the process of migrating from one type of calendar to the other easier and the overall process streamlined so that it saves you a lot of time and reduces the minimizes the chances of data loss during the process. 

When we talk about data loss, you can also use artificial intelligence to fabricate synthetic data. It is artificially generated information with the main purpose of reducing the constraints with regulated or sensitive data. 

Imagine your task is to migrate a huge and sensitive dataset of users’ calendars. The data contains sensitive information like names and the daily schedule and meetings of users which they want to keep private. It is very important to ensure the data security and privacy of the users. In this case, you must test the migration process to avoid data loss or leaks. This is where you can use synthetic data generated by AI which looks, feels, and behaves like the original data. Synthetic data provides a controlled and secure environment to ensure a seamless migration process while safeguarding the data. 

You can use an automated tool called Migrator Wizard Office 365 Migration Tool to carry out the migration process of the calendar types. It is one of the best-automated tools out there. It helps you move all your calendars as well as your files securely and with ease.

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This tool has the following features:

1. Transfer contacts, calendars, emails, tasks, documents, and OneDrive files.
2. Supports migration between two Office 365 shared mailboxes.
3. You can switch from online SharePoint to SharePoint with the tool’s assistance.
4. A sophisticated tool for Office 365 to Office 365 group migration. 

Also read: Microsoft 365 Security Checklist: A Guide to Improve Data Security

Conclusion

Choosing between Microsoft 365 Group calendar or Shared calendar depends on your requirements. Group Calendar is useful for larger departments or groups. Shared Calendar are for users who grant permission to others to manage their schedule. It allows for more detailed control over permissions. When considering migrating from one calendar type to another, using automated tools streamlines the process and reduces the risk of data loss. It is important, especially when dealing with sensitive information like users’ calendars, to ensure data security and privacy. Synthetic data generated by AI can aid in testing the migration process without compromising sensitive information, providing a controlled and secure environment for seamless migration.