You can create a calendar group and share it with your employees or business colleagues as long as you have Microsoft Outlook 2013 or later and a Microsoft Exchange Server account.
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If you’re using Microsoft Outlook 2013 or a later version and have a Microsoft Exchange Server account, then you can easily create a group calendar that can be viewed by you and your business colleagues or employees. A group calendar has the major advantage of allowing each viewer to see the combined dates along with everyone's schedule. That way, completing tasks such as booking meetings and activities becomes much simpler. All the members in your contacts list or address book can be added to the group members who share the calendar or group of calendars. A group calendar allows you to streamline the business schedule at your small business by making sure the company’s collective activities and events are synchronized with the individual schedules of all your employees and business colleagues.
Open Outlook
To begin, open Microsoft Office Outlook in your computer and click the Calendar tab. Find it in the navigation bar.
Manage Calendar Option
Once you’ve opened the Calendar tab, click on the Home tab on the ribbon. Click the button labeled “Calendar Groups” in the Manage Calendars group. A list of options will be displayed for you.
Create New Calendar Group
From the list of options, select the one labeled “Create New Calendar Group.” This will open a dialog box where you will be able to determine the characteristics of the group calendar.
Name Group
You will see a field where you can type the name of the calendar group. Type in an appropriate name for the calendar group in that field. Once you’ve finished, click 'OK.' The Create New Calendar Group dialog box will close as a result. A new dialog box will now open: the 'Select Name: Contacts' dialog box.
Select Group Members
When the Select Name: Contacts dialog box opens, click on your Contact list or Address Book. There, you can select the names of all the contacts you want included in the group. You can add as many members as you want in the group, so don’t worry about the number. Admittedly, however, the more members your group has, the more cluttered the calendar is likely to look. Once you’ve finished selecting the contact names you would like to include, click the button labeled “Group Members” to add these names to the Group Members box. If you want to, you can also directly type in the names you would like added to the group or browse for them in the Search box. Once you’ve finished, click on the button labeled “Group Members.”
Click OK
Once complete, click OK, and the Select Name: Contacts dialog box will close. Each member’s name will now be displayed right at the top of the calendar. The Calendar Tools ribbon will display with an Appointment tab. The calendar group itself will appear on the Folder Pane.
Tip
- If you would like to save displayed calendars to a group, simply click on the button labeled “Calendar Groups” in the Manage Calendars group on the Home tab. Click the option labeled “Save as New Calendar Group” to open the Create New Calendar group box and type in the name of your calendar group in the field. Click OK and the dialog box will close.If you want to delete your calendar group, simply right-click on it in the Folders pane, and a list of options will be displayed. Select “Delete Group.”
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About the Author
Nicky is a business writer with nearly two decades of hands-on and publishing experience. She's been published in several business publications, including The Employment Times, Web Hosting Sun and WOW! Women on Writing. She also studied business in college.
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LaMarco, Nicky. 'How to Create a Group Calendar in Outlook.' Small Business - Chron.com, http://smallbusiness.chron.com/create-group-calendar-outlook-53633.html. 19 August 2018.
LaMarco, Nicky. (2018, August 19). How to Create a Group Calendar in Outlook. Small Business - Chron.com. Retrieved from http://smallbusiness.chron.com/create-group-calendar-outlook-53633.html
LaMarco, Nicky. 'How to Create a Group Calendar in Outlook' last modified August 19, 2018. http://smallbusiness.chron.com/create-group-calendar-outlook-53633.html
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