University Computer Help Desk

Group schedules or calendar groups help you determine when groups of people are available. By creating a group schedule or calendar group, you can see the availability of several people at once.

Create a Group Schedule or Calendar Group

To create a group schedule in Outlook 2007 or 2010, do the following:

1. Open Outlook.
2. Click on Calendar.
3. Do one of the following:
   • Outlook 2007: Click Actions > View Group Schedules.... Then click New....
   • Outlook 2010: Click Calendar Groups > Create New Calendar Group.
4. Type a name for the new Group Schedule or Calendar Group. For example, when creating a group schedule that includes everyone in your department, type your department's name in this box.
5. Click OK.
6. Add members to the Group Members field.
7. Type the first and last name or the ULID of a person you want to add to this group. Then press Enter. Valid names are underlined by Outlook; if a name is not underlined, that person has not been properly added to the group.
8. Repeat steps 6 and 7 to add each person to the group.
9. Each person's availability appears in the calendar area to the right. If a person's calendar is shared with you, you can see the details of his or her calendar events. Otherwise, only the person's availability (busy, tentative, and out of office) is shown.
10. When you are done, do one of the following:
    • Outlook 2007: Click Save and Close.
    • Outlook 2010: Click OK.

View a Group Schedule

To view a group schedule in Outlook 2007, do the following:

1. Within the calendar, click Actions > View Group Schedules....
2. Select the group schedule you want to view.
3. Click Open...

To view a group schedule in Outlook 2010, do the following:

1. Within the calendar, put a check mark in the group calendar you wish to view.
2. The group schedule will display to the right.