Group Schedules
Sometimes you need to see a whole group at once. In many companies, conference rooms are in the address book; this is a great way to view conference room availability. You can use group schedules to look at all the conference rooms of a certain size, floor, or building. Group Schedules are also used to look at a whole team at once. Here’s an easy way to set one up:
To create the group:
Outlook > Calendar > Click on your calendar (as opposed to any other room calendars) > Actions (top toolbar) > View Group Schedules > New > Name the Group.
Alternative method: Select the Group Schedules icon in your tool bar (picture of a person in front of a calendar)>New>Enter a name for your group>OK> follow the directions below
You have just created a group. To add members, follow the steps below:
Add Others (bottom left pull down) > Add from Address Book > Select all the schedules you want to look at. > Add to the “To” field > Hit “OK.”
You have just created a group schedule! Now, here’s a good trick: you can hold the cursor over an appointment and click on the details to see who the organizer is, in case you have to contact them to bargain for conference room space!
To access your group schedules, click on your calendar, then click on the icon described above. NOTE: if you have multiple calendars open, click on your own calendar, then click on the icon. Each calendar will display the group schedules created by its owner.
You can create any number of group schedules – your entire team so that you can view free/busy all at once without entering their names into an invitation each time, every room that holds more than 12 in your building, etc.
NOTE: You generally have to be on your executive’s computer to create similar group schedules for him or her, however. You can go through the whole process by just clicking on their calendars from your computer, but after you do all the work, Outlook will tell you that you lack the requisite permission }:-(
Best Practices for Invitations
Cannot Access Personal Contact from eMail
How to Avoid Disappearing Meetings
How to Avoid Double Booked Resources
