Sharing Exchange calendar between Exchange Online (365) and Exchange On-Prem

I’ve been asked several times over the years how you can view someones shared calendar on an iPhone or similar device. I’ve mostly chalked it up as ‘too hard’/’can’t be done’
However in a moment of annoyance the other day I stumbled on a method. It’s dead easy once you run through it and you’ll wonder why you didn’t always do it this way!

Additionally, if you’re midway through an Exchange migration from on-premise to the cloud, you will be faced with all sorts of scenarios where simple things like calendar shares don’t or won’t work.

Scenario: You have a share of a calendar that’s worked for years, now that user has moved to the cloud and for the moment you are remaining on premise. You still need that share and now it’s broken.

Remove the old calendar share, it will just have a broken lightning bolt against it and it won’t refresh.

Ask the user to re-share the calendar with you (remove your rights and re-add etc) You will shortly receive an email from them that looks something like this.

THis is the message that you get when a 365 user shares their calendar

This is the message that you get when a 365 user shares their calendar

Log into your Outlook Web App (2007, 2010 or 2013 – doesn’t matter)

Go to calendar view

Right click My Calendars and choose Add Calendar…

OWA Calendar Share

You’ll be presented with something that offers you the option to add from your organisation – tempting, but mostly it fails in this scenario OR to use a webcal or ICS calendar. It’s this we will use.

In the email that you were sent earlier (when they re shared the calendar) you will see a link at the bottom of the email, it starts with webcal:// This is the ics share link.

Paste the whole link (don’t forget the webcall:// piece) into the lower half of the window.

Webcal ICS

Click OK.

You’ll now see a calendar has been added called ‘reachCalendar’ and you’ll get a pop-up message saying that sync can take upwards of 10 minutes. just acknowledge the window. The reason for the name is in the webcal:// link right at the end. I guess you could rename it in the link, I wouldn’t bother.

Now wait.

After a good 20 mins or so, log back in and you will see that the calendar is populated.

Now right-click and rename it appropriately.

You’re done!

Now when you log into you Outlook client, you will see a calendar named as above (let Activesync do all the work)
Also, when you look in the Calendar app on your iPhone, you will see the same calendar which you can now view whilst on the move.

This shows the calendar viewable on your phone

This shows the calendar viewable on your phone

It seems like a laborious process, but it’s actually really simple once you’ve done it .

Preparing for Office 365

I recently attended the ‘Preparing for Office 365’ held at Microsoft’s Victoria offices. There are no burning all fire reasons for me to get into this space, but nonetheless, knowledge is power etc. In essence Office 365 takes over where BPOS leaves off, it’s the hosted offering by Microsoft for Exchange Online, SharePoint Online, Office online and Lync online. All run on the latest 2010 variants.

There were 2 presenters, a guy from ICS, Robert Thorpe (who was a dead ringer for Smithy from Gavin and Stacey imho) and a Technical Specialist from Microsoft, Daryl Gwyn.

It was a morning only event, roughly broken into 2 sessions.

I’ve decided to offer up what I took as the points of interest:

Office 365 headlines:

  • Online service is very WAN speed dependent and also Internet connectivity.
  • Office 365 for EMEA is Dublin based with failover to Holland. Dedicated options are available for sensitive service organisations.
  • No backup data retention options- if you want to recover data from previous months, you can’t. Microsoft only supports a 30 day recycle bin and 14 day DR backup to tape- Full backups every 12 hours and stored for 14 days.
  • Geo redundancy is less about backup and restore and more just failover.
  • Both Presenters were anxious to push the security aspect right down to the physical level, as in biometrics, 2 tier entry, multiple perimeter etc.
  • Wan acceleration isn’t supported to/from the data centre – Also no plans to offer it.
  • A few folk asked performance related questions about bandwidth and contention ratios. All surrounds just how good your Internet connection is, latency/bandwidth etc. Lots of people saying its (BPOS) rubbish when contention is high, and it is useless on dsl etc. There are no Microsoft collaborations with any Telco to improve the situation. There are no plans.
  • The archive repository cannot be cached to outlook ost; it’s purely for online or connected to the server – though online mode in outlook isn’t recommended.
  • Exchange online has a mobile device limitation of 5 devices -though there was no clear clarification of what was considered a mobile device (presume that anything that uses activesync will hit the count)
  • Active directory upgrades required for the more detailed integration.
  • Costs/pricing – various price E-plans are Enterprise and K-plans are Kiosk (factory floor folk) However there are more options for pure service based like exchange online etc. This is called the standalone pricing.
  • Plain exchange online has 2plans one with voicemail one with out. Without is $5 with is $10. Lync is $2 with an extra plan, which would include virtual meetings etc. (live meeting) that’s $6.50.
  • Payment options are weird, there is no direct debit option, only standing order – more pricing options for yearly and 3 yearly.
  • BPOS single sign on client has gone.
  • Once you buy into the platform, it means if they upgrade to the next version of the online service like ‘office366’ you will have a 12 month period once updates are announced -otherwise you WILL be migrated and older browser support for example will die- Big issue for people tied into older browsers for legacy systems!
  • Small business server licensing includes all the stuff in plan 2 for share point licensing.
  • Public beta is available circa April time.
  • Office365 service descriptions currently in beta, but is public ally available. has these.

Office Professional Suite Online:

  • It’s based on the Office Professional stack – Outlook includes Business Content Manager.
  • All office 365 software is downloaded via portal, still requires install process like any other software. In essence it’s Office with an alternate licensing arrangement.
  • Local PC runs an OSA office subscription agent. You get up to 5 activations, so you get to install it at home or wherever (users can do this from their portal!) then OSA goes dormant for 30 days then checks licensing, if it fails it warns for 30 days then for another 30 days with reduced functionality, then on next check-in it’s deactivated.
  • All offered on a per user/ per month basis
  • No IE6 support.

Exchange Online

  • Outlook 2003 will no longer work.
  • Limits to 500 recipients/day ; 30messages/minute.
  • No catch-all mailboxes.
  • Exchange online now offers advanced routing for mail, whereas BPOS never offered
  • Online for enterprise plan offers 25gb mailbox.
  • Online cals also provide on-premise cal, on-premise cal is only for that, not online.
  • Hosted BES service isn’t available. BES has limitations mainly subnet issues, I.e. it needs to be on be same subnet as exchange, not possible in the cloud. Work is ongoing to integrate BES with EWS, but there are no current timescales.
  • Exchange online doesn’t support AD IMS except that it will talk back to on premises AD IMS. In online there is no AD IMS.
  • Exchange online has no advanced filtering options except if you also have on premises then it can direct it back to an internal HT before sending. So you can’t do journaling for instance in online.
  • Office 365 gives you licensing to have a gateway Exchange 2010 server to let you serve free busy info to your 2007 users. This means you have host a 2010 on-premises server until you have no more 2007 users.
  • Questions were asked about the use of the ‘GoodSync’ product (which is used on mainly iPhones/iPads for fencing off work email from personal in a secure manner) Nobody presenting knew about it. It’s a product that Vodafone are offering with their data packages for stuff like iPhones and iPads.
  • You also can’t use something like Websense, Messagelabs or Postini, without sending the mail back to a routing box YOU host to then forward onto the 3rd party.

SharePoint Online

  • Sharepoint online – sandbox options, intranet and extranet sites offered.
  • Share point 2010 allows document sharing within the document to allow bits and pieces of the document to be locked. It’s an add-on to make check in and check out more granular.
  • SharePoint online licensing seems a bit mad, if you share a document outside your organisation via the extranet and they use the web app to edit text on your ppt say (a ppt that you shared with them via the extranet) then that is breaking then law as they have no licence. It needs more thought. It also generates billing to you based on who does access on a per user per month basis. It’s haphazard imho.
  • Share point FIS is For Internet Sites. Which covers anon access, currently not on roadmap but is destined for 12 months.
  • There are 3 options for identity federation
    • Local I’d with Microsoft ids (So separate from your AD)
    • Dirsync (A pull from your in-house AD)
    • Federation + dirsync. ADFS 2.0
  • There is No federation on XP home or media centre (as it can’t be added to a domain) This limits what home users have as OS. -Potential issues requiring further investment.
  • High availability of your own dmz/firewall/Connectivity is stressed all the time. If your have poor WAN links and only small Internet connectivity then don’t bother.
  • Insights- Visio services which can tie icons or drawings back to actual data.

Lync Online:

  • Lync online has no PSTN breakout in the cloud but is expected late 2011, once they work out how to bill it probably! 😉
  • Lync online offers no PBX integration and there are no plans.

So far, I’ve found these links useful:

  1. The Office 365 Beta Service Descriptions
  2. The IPD document. It’s still aimed at BPOS really, and needs a 365 update, but if you’re having the cloud/on premises debate, it helps cement a few things. All the documentation is here.
  3. Join the IPD Beta program to get a copy of the Beta IPD documents.