How to create and view group schedules in Outlook?

Author Kelly Last modified 2024-09-24

As you see, Exchange users can share other users’ calendar information in Microsoft Outlook, such as the Free/Busy information. Creating calendar groups is one of many ways to obtain other exchange users’ calendar information. In this article, we will show you how to create calendar groups and view group schedules in Microsoft Outlook easily.

Create calendar groups and view group schedules in Outlook 2010 and 2013

Create calendar groups and view group schedules in Outlook 2007

Create calendar groups and view group schedules in Outlook 2010 and 2013

To create a new calendar group and view group schedules in Microsoft Outlook 2010 and 2013, please do as following:

Step 1: Shift to the Calendar view with click the Calendar in the Navigation Pane.

Step 2: Click the Calendar Groups > Create New Calendar Group on the Home tab. See the following screen shot:

screenshot of create calender groups and view schedules in outlook 2010 and later versions 1

Step 3: In the popping up dialog box, enter a name for the new created calendar group, and click the OK button.

screenshot of create calender groups and view schedules in outlook 2010 and later versions 2

Step 4: Then you will get into the Select Name: dialog box,

Firstly, click to highlight the user names that you will add their calendars into your group;
Then click the Group Members -> button;
Click the OK button to exit this dialog box.

screenshot of create calender groups and view schedules in outlook 2010 and later versions 3

Note:

(1) Holding the Shift key, you can select multiple adjacent user names by clicking the first user name and the last one.

(2) Holding the Ctrl key, you can select multiple nonadjacent user names by clicking each one separately.

So far, you have created a new calendar group, and you can find it in the Navigation Pane.

Step 5: Check the calendar group in the Navigation Pane, and click the Schedule View button on the Home tab. See the following screen shot:

screenshot of create calender groups and view schedules in outlook 2010 and later versions 4

Then you will see the group schedules of all users you added in Step 4 at once.

Note: To view more users’ schedules in the group schedules, you can right click the calendar group in the Navigation Pane, and select the Add Calendar > From Address Book from the right-clicking menu.

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Create calendar groups and view group schedules in Outlook 2007

The following steps will guide you to create and view the group schedules of all specified users in Microsoft Outlook 2007.

Step 1: Shift to the Calendar view with clicking the Calendar in the Navigation Pane.

Step 2: Click the Actions > View Group Schedules.

Step 3: In the Group Schedules dialog box, please click the New button.

screenshot of create calender groups and view schedules in outlook 2007 1

Step 4: Enter a name for the new created group schedule in the popping up dialog box, and click the OK button. See screen shot:

screenshot of create calender groups and view schedules in outlook 2007 2

Step 4: In the new dialog box, please click the Add Others > Add from Address Book. See screen shot:

Step 5: Then you will get into the Select Members dialog box, click to highlight the user names that you will add them into your group, click the To -> button, then click the OK button.

screenshot of create calender groups and view schedules in outlook 2007 3

Note:

(1) Holding the Shift key, you can select multiple adjacent user names by clicking the first user name and the last one.

(2) Holding the Ctrl key, you can select multiple nonadjacent user names by clicking each one.

Then you will see the group schedules of all specified users you added in Step 5 are listed in the Group dialog.

Step 6: Click the Save and Close button to save this group schedule in the dialog box we showed in Step 4.

Note: If you want to view the group schedule in future, you can click the Actions > View Group Schedules, then in the Group Schedules dialog box select the name of group schedule and click the Open button.