How to Create a Calendar Group in Microsoft Outlook

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In Brief...

If you frequently invite the same people to meetings, you can create a Calendar group in Outlook to easily view their calendars. To create a calendar group, follow these nine steps.

This feature works the same in all modern versions of Microsoft Outlook: 2010, 2013, and 2016.

Instructions

  1. While in Calendar view, on the Home tab of the Ribbon, in the Manage Calendars group, select Calendar Groups.
    Calendar Groups

  2. From the drop-down list, select Create New Calendar Group.
    Create New Calendar Group

  3. Type a name for the group in the Create New Calendar Group dialog box and click OK.
    Add Group Name

  4. In the Address Book section, choose the address book or contact list from which you want to choose Calendar group members.
    Address Book

  5. Type a name to search in the Search text box.

  6. Select the name in the list and click Group Members to add the name to the group.
    Name List

  7. Continue adding names until the group is complete and then click OK.
    More Names

  8. The group now appears in the Calendar Navigation Pane, and you can view the group members' calendars alongside yours.
    Calendar Navigation Pane

  9. To view the calendars overlaid with your own to aid scheduling, select the View tab, and from the Arrangement group, click Overlay.
    Overlay

In Outlook 2007, to access calendar groups, select Actions and then select View Group Schedules.

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Author: Margaux Judge

Margaux Judge has worked as an e-learning editor and instructional designer for over ten years, writing and editing a wide variety of courses, from technical topics to soft skills. She has a Bachelor's degree in English and Textual Studies from Syracuse University and a Master's degree in Television Writing from Boston University.

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