UKSport - Sharing calendars and Scheduler

To support better collaboration across UKSI and the UK Sport Group, we are introducing improved calendar sharing and scheduling features. These will make it easier to check availability and arrange meetings across both organisations.

Improved Scheduling Across the Group

• You can now use Outlook or Teams Scheduling Assistant to view UKSI and UK Sport colleagues’ availability in one place.

Calendar Sharing Between UKSI and UK Sport

• Staff can securely share calendar information with colleagues across the Group.
• For most collaboration needs, Free/Busy is the recommended permission level.

Instructions

1 Booking a Meeting with UKSI and UK Sport Colleagues

• Open Outlook or Microsoft Teams and go to Calendar.
• Select New Meeting or New Event.
• Enter a meeting Subject.
• Add attendees in the Required and/or Optional fields. You can add UKSI and UK Sport colleagues by entering their email addresses.
• Select Scheduling Assistant in Outlook or Scheduler in Teams.
• Each attendee will appear in a separate row showing their availability.
• Adjust the date and time to find a suitable meeting slot.
• Once you have found a suitable time, return to the meeting details and select Send.

Example screenshot: Scheduling Assistant showing UKSI and UK Sport colleagues’ availability in separate rows.

Tips

• Scheduling Assistant shows whether attendees are Free, Busy, Tentative or Out of Office. Choose the time with the fewest conflicts.
• For the most accurate availability, add all attendees before opening Scheduling Assistant.
• For recurring meetings, check availability several weeks ahead to spot regular commitments.
• For meetings with more than five attendees, Scheduling Assistant is usually faster than checking calendars individually.

Recommended calendar permission: My Organisation (or Default) > Free/Busy

 2 Share Your Calendar with a UKSI or UK Sport Colleague

1. Open Outlook Calendar.
2. In the ribbon, select Share My Calendar > Add.

3. Enter the colleague’s name or email address.

4. Choose the level of access.

• Can view Free/Busy information
• Can view titles and locations
• Can view all details

5. Select Apply or OK

Note: Calendar sharing can take up to 24 hours to apply. You may also need to resend the invite.

 Recommended Permission Levels

For most UK Sport and UKSI collaboration:

Recommended calendar permission: My Organisation (or Default) > Free/Busy.

Important Data Protection Considerations

If you share detailed calendar information, recipients may be able to see that data. UK Sport advises using Free/Busy sharing to reduce most risks.

To support straightforward scheduling between UK Sport and UKSI colleagues, we recommend sharing Free/Busy or Reviewer access.