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Block out vacation time on a group calendar

Let's say you have a vacation planned to Maui. You want to let the group know that you'll be out of office for awhile, but you don’t want to clutter group member inboxes with an invitation describing your out-of-office plans. With the group calendar, you can schedule your out-of-office event and opt out of sending the event to others. When group members check the group calendar, they'll see the dates you're out.

Of course, if you want your group members to receive notifications of your vacation plans, you can do that, too.

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...

Outlook on the Web Beta

See Instructions for the new Outlook on the web.

IF YOUR MAILBOX LOOKS LIKE...

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

  2. 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.

  3. At the top of the page, select New event.

  4. At the top of the window, select My calendar and then select the group calendar.

    A screenshot of the calendar selection drop-down menu

  5. Fill out the details of your absence, including name, place, start and end dates, and, if desired, a personal note.

  6. Select the All day check box if you'll be out of office for more than a few hours.

    A screenshot of the All day toggle

  7. At the top of the dialog, select Busy and then select Free.

    A screenshot of the Show as menu

  8. Next to Remind me, select Never.

  9. To send the invitation to the group members, select Invite all group members at the top of the dialog.

  10. Select Save. If you've included group members on the invitation, you'll select Send instead.

Instructions for classic Outlook on the web

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

  2. 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.

  3. Select New > Calendar event.

    New calendar event option on Calendar header

  4. Under Save to calendar, choose the group calendar from the drop-down menu.

  5. Fill out the details of your absence, including name, place, start and end dates, and, if desired, a personal note.

  6. Select the All day check box if you'll be out of office for more than a few hours.

    Event details screen with All day checkbox highlighted

  7. Under Show as, select Free.

  8. Under Reminder, select None.

  9. To send the invitation to the group members,, select the Send an invitation to the group check box.

    Event details with Send an invitation to the group highlighted

  10. Select Save. If you've included group members on the invitation, you'll select Send instead.

  1. At the bottom of the screen, select Calendar to open Calendar.

  2. In the navigation pane, select All Group Calendars and select your group. If you have multiple calendars open, the events for each will be displayed.

    A screenshot of All Group Calendars in the navigation pane

  3. If you have multiple calendars open, select your group calendar.

    A screenshot of a group calendar in the calendar view

  4. Select Home > New Appointment.

    A screenshot of the New Appointment button

  5. Fill out the details of your absence, including name, place, start and end dates, and, if desired, a personal note.

  6. Next to Show As, select Free.

  7. Next to Reminder, select None.

  8. Select the All day event check box if you'll be out of office for more than a few hours.

  9. Select Save and Close. If you've included group members on the invitation, you'll select Send instead.

See Also

Schedule a meeting on a group calendar

Send automatic (out-of-office) replies in Outlook on the web

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