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Microsoft Outlook 2007

Working with Group Schedules

Group Schedules allow you to arrange your colleagues into a group for the purposes of collaboration and scheduling. Once people are in a group, you can easily view their schedules, schedule meetings with them, or send them email messages. For people you meet with frequently, Group Schedules save you the time of entering names each time you want to check their schedules, request a meeting, or send them email.

return to topCreating a Group Schedule

Group Schedules allow you to put the schedules of multiple people into one group for easy viewing.

  1. From the Navigation pane, click CALENDARCalendar button
    The Calendar view appears.

  2. On the Standard toolbar, click VIEW GROUP SCHEDULESView Group Schedules button
    OR
    From the Actions menu, select View Group Schedules...
    The Group Schedules dialog box appears.
    Group Schedules dialog box

  3. Click NEW...
    The Create New Group Schedule dialog box appears.

  4. In the Type a name for the new Group Schedule text box, type a name for the group

  5. Click OK
    The Group Schedule dialog box appears.
    Group schedule example

  6. To add group members by typing,
    1. Under Group Members, click CLICK HERE TO ADD A NAME » type the username of a group member
    2. Press [Enter]
      The group member's name appears and their schedule is added to the group Calendar.
    3. Repeat steps a-b for each group member

  7. To select group members from the Address Book,
    1. Click ADD OTHERS » select Add from Address Book...
    2. Locate and select the desired group members

  8. When all members have been added, click SAVE AND CLOSE
    Your Group Schedule is created.

return to topViewing a Group Schedule

Once you have a Group Schedule created, it is easy to check the Calendars of group members. For information to help you to determine availability, refer to Understanding Scheduling.

  1. From the Navigation pane, click CALENDARCalendar button
    The Calendar view appears.

  2. On the Standard toolbar, click VIEW GROUP SCHEDULESView Group Schedules button
    OR
    From the Actions menu, select View Group Schedules...
    The Group Schedules dialog box appears.

  3. From the Group Schedules saved with this Calendar scroll box, select the desired group schedule

  4. Click OPEN...
    The Group Schedule appears, showing members and their schedules.

  5. OPTIONAL: To view a member's Calendar, next to the name of the person whose Calendar you want to view, click OPEN MEMBER'S CALENDAROpen Member's Calendar button
    That person's Calendar appears.
    NOTES:
    If you do not have permission to view this person's Calendar, or if the Calendar does not exist, you will receive an error message.
    The To-Do bar still reflects your own appointments, not those of the person whose Calendar you are viewing.

  6. Click SAVE AND CLOSE
    The Group Schedule dialog box closes.

return to topEditing a Group Schedule

Members can be removed or added to a Group Schedule at any time.

Adding a Member to a Group Schedule

If a new member joins your group, you can easily add them to your Group Schedule .

  1. From the Navigation pane, click CALENDARCalendar button
    The Calendar view appears.

  2. From the Standard toolbar, click VIEW GROUP SCHEDULESView Group Schedules button
    OR
    From the Actions menu, select View Group Schedules...
    The Group Schedules dialog box appears.

  3. In the Group Schedules saved with this Calendar scroll box, select the desired group schedule

  4. Click OPEN...
    The Group Schedule appears.

  5. To add group members by typing,
    1. Under Group Members, click CLICK HERE TO ADD A NAME » type the username of a group member
    2. Press [Enter]
      The group member's name appears and their schedule is added to the group Calendar.
    3. Repeat steps a-b for each group member

  6. To select group members from the Address Book,
    1. Click ADD OTHERS » select Add from Address Book...
    2. Locate and select the desired group members

  7. Click SAVE AND CLOSE
    The changes to your Group Schedule are saved.

Deleting a Member from a Group Schedule

If a member leaves the group, you can remove them at any time from the Group Schedule.

  1. From the Navigation pane, click CALENDARCalendar button
    The Calendar view appears.

  2. From the Standard toolbar, click VIEW GROUP SCHEDULESView Group Schedules button
    OR
    From the Actions menu, select View Group Schedules...
    The Group Schedules dialog box appears.

  3. In the Group Schedules saved with this Calendar scroll box, select the desired group schedule

  4. Click OPEN...
    The Group Schedule appears.

  5. To delete a member from your Group Schedule,
    1. In the Group Members list, select the desired member
    2. Right click the member's name » select Clear
      The selected member has been removed from the Group Schedule.

  6. Click SAVE AND CLOSE
    The changes to your Group Schedule are saved.

return to topScheduling a Meeting

Once a Group Schedule is created, you can schedule a meeting with the entire group.

  1. From the Navigation pane, click CALENDARCalendar button
    The Calendar view appears.

  2. From the Standard toolbar, click VIEW GROUP SCHEDULESView Group Schedules button
    OR
    From the Actions menu, select View Group Schedules...
    The Group Schedules dialog box appears.

  3. In the Group Schedules saved with this Calendar scroll box, select the desired group schedule

  4. Click OPEN...
    The Group Schedule appears.

  5. Click MAKE MEETING » select New Meeting with All...
    An Untitled - Meeting dialog box appears, addressed to the entire group.

  6. Complete the meeting request
    NOTE: For more information on making a meeting request, refer to Using New Meeting Request.

  7. Click SEND
    Your Meeting Request is sent to the group.

  8. In the Group Schedule dialog box, click CLOSEClose

return to topSending Email

Once a Group Schedule is created, you can send an email to the entire group or to just one member of the group.

Sending Email to the Group

Emails can be sent to your entire schedule group at once.

  1. From the Navigation pane, click CALENDARCalendar button
    The Calendar view appears.

  2. On the Standard toolbar, click VIEW GROUP SCHEDULESView Group Schedules button
    OR
    From the Actions menu, select View Group Schedules...
    The Group Schedules dialog box appears.

  3. In the Group Schedules saved with this Calendar scroll box, select the desired group schedule

  4. Click OPEN...
    The Group Schedule appears.

  5. Click MAKE MEETING » select New Mail Message with All...
    A new Message appears, addressed to the entire group.

  6. Complete the message
    NOTE: For more information on creating email messages, see Basic Email Activities.

  7. Click SEND
    Your email is sent to the entire group.

  8. In the Group Schedule dialog box, click CLOSEClose

Sending Email to a Member of the Group

You can send emails to particular members of the scheduling group.

  1. From the Navigation pane, click CALENDARCalendar button
    The Calendar view appears.

  2. Click VIEW GROUP SCHEDULESView Group Schedules button
    OR
    From the Actions menu, select View Group Schedules...
    The Group Schedules dialog box appears.

  3. In the Group Schedules saved with this Calendar scroll box, select the desired group schedule

  4. Click OPEN...
    The Group Schedule appears.

  5. In the Group Members section, right click the name of the desired member » select Send Mail
    A new Message appears, addressed to the person you selected.

  6. Complete the message
    NOTE: For more information on creating email messages, see Basic Email Activities.

  7. Click SEND
    Your email is sent to the selected member of the group.

  8. In the Group Schedule dialog box, click CLOSEClose

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