Sign in

Schedule a meeting on a group calendar in Outlook

Updated: November 2017

Within the Groups workspace is a shared calendar where you and every member of your group can schedule and see upcoming meetings.

All meetings that you create on the group calendar are delivered to both the group mailbox and the personal inboxes of all group members. Every member of the group can edit the meetings, which means that if the organizer of the event is sick or decides to take a vacation day and forgets to cancel the meeting, anyone else in the group can cancel it for them. No extra permissions required.

Groups is available in both Outlook on the web and Outlook 2016. Instructions for using the group calendar are provided for both. Just select the tab below that applies to your version of Outlook. Not sure which version you're using?

This is Outlook on the web

This is Outlook 2016

This is what the groups header looks like in Outlook on the web

This is what the groups header looks like in Outlook 2016

Open a group calendar in Outlook on the web

  1. Sign in to Office 365.

  2. Click Outlook.

    The Office 365 home page with the Outlook app highlighted

    Can't find the app you're looking for? From the app launcher, select All apps to see an alphabetical list of the Office 365 apps available to you. From there, you can search for a specific app.

  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.

Adding a meeting to a group calendar is very similar to adding one to your personal calendar, and invitations are sent to all group members. When you create a meeting 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 meeting.

  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 every member's inbox in the group. If you don't want this, clear the checkbox, or select More details to specify the invitees.

  4. Select Save.

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

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

  2. Make the changes you want and select Send.

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 meeting to open it.

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

    Calendar event with attendee list highlighted

When a meeting is created on the group calendar, anyone in the group can cancel it.

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

  2. Click Cancel and select the appropriate cancellation option.

    Meeting cancellation options

Schedule a meeting on a group calendar

  1. In Outlook 2016, choose a group from the left nav.

    Groups on the left Nav bar

  2. On the ribbon, select Calendar.

    Select calendar

  3. Select New Skype Meeting or New Meeting. If you make this a Skype meeting, call details will be added to the message body. For information about Skype meetings, see Skype for Business meeting help.

    New meeting

  4. You'll notice the group's alias is entered automatically in the To line. Enter a subject, location, and start and end time for your meeting.

  5. In the meeting area, type an agenda. If you're setting up a Skype Meeting, be careful not to change any of the online meeting information.

  6. Select Scheduling Assistant on the ribbon to make sure you have the best time for the meeting.

  7. Select Send.

The meeting appears on the group's calendar, as well as the personal calendar of each member. (If you schedule an appointment rather than a meeting, the appoinment will only show on the group calendar and not the individual calendars of each group member.)

Related Topics

Join a group in Outlook
Create a group in Outlook
Share group files
Learn about Office 365 groups

Expand your Office skills
Explore training
Get new features first
Join Office Insiders

Was this information helpful?

Thank you for your feedback!

Thank you for your feedback! It sounds like it might be helpful to connect you to one of our Office support agents.