Schedule a meeting on a group calendar

You probably already know that when you join a group in Office 365, you get a dedicated workspace for you and other group members to converse, collaborate, and share. But did you know that within that workspace is a shared calendar where you and every member of your group can schedule and see upcoming events? You can also share the events with other groups in your school or workplace.

The benefit of creating events on a group calendar is that everyone who's a member of the group can edit the events.

Color coding helps differentiate among group meetings, and you can overlay your personal calendar (for your eyes only) for an at-a-glance view of your day, week, or month. Here's an example of a groups calendar for someone who belongs to multiple groups, which are indicated by different colors.

Example of a groups calendar with color coding to indicate different groups

Join versus subscribe

Before we go any further, it's important to understand the difference between joining a group and subscribing to it because the difference affects your groups calendar.

When someone creates a group, they have the option to subscribe all new members automatically.

Create a group dialog with subscribtion checkbox and explanatory text highlighted

If they choose not to subscribe members automatically, the members will be joined to the group but won't receive conversations or calendar events in their private inbox. These items will only appear in the group mailbox.

A subscribed member receives conversations and calendar events in both their private inbox and the group inbox. The benefit of this is that you don't have to be in a group to see group emails and calendar invitations. Also, you can open and reply to them from either location. If you aren't subscribed to a group but want to be, see Subscribe to a group for instructions.

Open a group calendar in Outlook on the web

  1. Sign in to Office 365.

  2. In the app launcher, select Calendar.

    app launcher with calendar button highlighted

  3. In the navigation pane, select Groups, and then select your group.

    If you have multiple calendars open, the events for each will be displayed. Colored tabs across the top indicate which events align to each group.

    Group calendar
  4. Select Day, Work week, or Month to change the calendar view.

Add an event to a group calendar

Adding an event to a group calendar is very similar to adding an event to your personal calendar. Events added to a group calendar are treated as meetings, and invitations are sent to all subscribed members. When you create an event on a group calendar, it appears as organized by the group. You're automatically added as an attendee, and the event is added to your personal calendar.

Here's a video that walks you through the process.

  1. From the group calendar, select the time at which you'll schedule the event.

  2. Enter a meeting title, location, and end time in the details window.

    Groups calendar with quick add screen

  3. By default, the meeting invitation will be sent to everyone in the group. If you don't want this, clear the checkbox and select More details to specify the invitees.

  4. Select Save.

Want to add vacation or out-of-office time to the group calendar?

Edit an event on a group calendar

  1. From the group calendar, double-click the event to open it.

  2. Make the changes you want and select Send.

See who's attending your group event

Email notifications such as “Accept,” “Tentative,” and “Decline,” are distracting and can clutter your inbox. When you use a group calendar to schedule your event, you can easily get an at-a-glance view at who's coming, who's not, and who has yet to respond.

  1. From the group calendar, double-click the event to open it.

  2. Under Attendees, see the status (Accepted, No response, Tentative, Declined) under each invitee name.

    Calendar event with attendee list highlighted

Cancel a group event

When an event is created on the group calendar, anyone in the group can cancel it.

  1. From the group calendar, double-click the event to open it.

  2. Click Cancel and select the appropriate cancellation option.

    Meeting cancellation options

See Also

Limit who can update group events

Add a group event to your personal calendar

Learn about Office 365 groups

Create a group in Office 365

Join a group in Outlook

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