Schedule a meeting on a group calendar in Outlook

Within the Groups, there is a shared calendar where you and every member of your group can schedule, edit, and see upcoming events. 

These are few ways you can use the group calendar:

  • Create appointments for things like marking the group members' vacations and group milestones. Appointments have no attendees, and others can visit the group calendar at their leisure to see what's new.

  • Add specific attendees or rooms to a group event. This is useful for things like a lunch-and-learn, where there's required attendees (in this case, the presenter), and others can add the event to their personal calendar if it's interesting. *This functionality is rolling out in early 2019 to the new Outlook on the web, and Outlook 2016.

  • Set up a group meeting. Invite the group and other folks you'd like to send an invitation to the event. Group members will recieve an invitation in their inbox if they have followed group events.

Choose your version for instructions

The instructions are slightly different depending on whether you're using the new Outlook on the web. Choose which version of Outlook on the web you're using to see the steps that apply to you.

IF YOUR MAILBOX LOOKS LIKE...

IF YOUR MAILBOX LOOKS LIKE...

Outlook on the Web Beta

See Instructions for the new Outlook on the web.

Outlook on the web

See Instructions for classic Outlook on the web.

Note: If your organization has included its logo in the toolbar, you might see something slightly different than shown above.

Instructions for the new Outlook on the web

  1. Sign in to Office 365

  2. Click Outlook.

  3. At the bottom of the page, select Calendar to open Calendar.

  4. In the navigation pane, under Groups, 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.

  5. Select Day, Week, 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. 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.

  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.

  3. By default, the meeting invitation are not sent to every member's inbox in the group. If you want to invite the group, add the group to the attendees list.

  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.

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

Instructions for classic 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, New Teams 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. If you do not want to send an invitation to group members, simply remove the group from the attendees list.

  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.

Related Topics

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

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