Create a group calendar

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If you have a set of calendars that you want to view together, you can create a calendar group to see the combined schedules at a glance.

  1. In Outlook, open your calendar.

  2. On the Home tab, in the Manage Calendars group, choose Calendar Groups > Create a New Calendar Group.

  3. In the Create New Calendar Group dialog box, enter a name for the group, and choose OK.

  4. Select the people you want to add to the group, choose Group Members, and then choose OK.

    Tip: You can double-click a name to add it to the group, or hold down the Shift key to add multiple names at once.

    The new calendar group name appears below the rest of your calendars in the left pane, and the calendars are displayed on the right. Do any of the following:

    • To show or hide a calendar, select or clear each person's name.

    • To see all the calendars in the group together, choose Overlay on the View menu.

    • To hide all of the calendars except yours, clear the check box next to the group calendar name in the list of calendars.

    • To add a new calendar to the group, right-click the calendar group name in the list of calendars, choose Add Calendar > From Address Book, select the name of the new person, and choose OK.

    • To remove a calendar from the group, right-click their name under the group calendar name and choose Delete Calendar.

If you have several employees using Office 365 and you want to see everyone's schedules at once, use a group calendar.

In Outlook, open your calendar, choose Calendar Groups, then Create New Calendar Group. Give it a name, and OK.

Select the people you want to add. Use the Shift key to select multiple names. Choose Group Members to add their names to the group calendar, then OK.

The new calendar group appears below the rest of your calendars. Check or uncheck each person's name to show or hide their calendar. To see all calendars, including yours, at once, choose View, then Overlay. To hide all of the calendars except yours, uncheck the calendar group.

When someone new joins the company, you can add their calendar. Right-click the calendar group and choose Add Calendar > From Address Book. Select their name, and OK.

To remove someone from the group, right-click their name and choose Delete Calendar.

You can now tell at a glance when everyone is at work or in the office without having to ask around.

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