University Systems help centre

Create a group schedule: Outlook 2010

  1. In your Outlook calendar view, click on Calendar Groups along the top of the window.

    Share Calendar Outlook 2010

  2. Select Create New Calendar Group.

    Share Calendar Outlook 2010

  3. Enter a name for your Group Calendar and press OK.

    Share Calendar Outlook 2010

  4. From the Global Address List, find the group members you need by clicking on their name and then clicking the Group Members button. When you are done, press OK.

    Share Calendar Outlook 2010

  5. The individuals in your new group schedule will now be visible on your navigation pane on the left column of your Outlook window. Their individual calendars will be visible to the right on the main window. To see the calendar as a group, rather than individual columns, click each left-pointing arrow above the individual calendars.

    Share Calendar Outlook 2010

  6. Your group calendar will now have all members' calendars overlapping and look like this:

    Share Calendar Outlook 2010

  7. You can view your group as a schedule as well. To do this, click on Schedule View along the top menu bar. This is a helpful view for arranging meeting times. Blocks marked in purple indicate busy times for individuals in your group.

    Share Calendar Outlook 2010

You can also intitiate a meeting using your new group schedule.

  1. Select your group calendar and your own calendar. Click on New Meeting then New Meeting with All.

    Share Calendar Outlook 2010

  2. In the new window that opens, you will see the members of your group listed individually in the To field. Be sure to include a subject and to set the date and time. A new feature of Outlook 2010 is the Suggested Times box in the bottom right corner. This allows you to see at a glance what times work and do not work for your group.

    Share Calendar Outlook 2010

  3. When you are finished filling in the meeting information, click Send to invite the members of the group to the meeting.