Group Schedules in Outlook
Today's tip will explain how create, view and use group schedules in Outlook. Group Schedules are very useful in that they can provide a quick overview of a group's schedule that can be used to see availability. It can also serve as an in-out board or assist in planning meetings more quickly. By using a Group Schedule for a group of people who meet frequently, it saves entering their names in the To: line every time a Meeting Request is created. As will be shown below, the Meeting Request can be created directly from the Group Schedule.
Note: Group Schedules do rely on the Free/Busy Schedule to create the schedule.
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Creating a Group Schedule
In the Calendar Folder there is a button on the toolbar which will open the Group Schedules dialog box.
Group schedules can also be accessed by going to Actions>View Group Schedules.
Either route takes you to the Group Schedules dialog box. To create a new group schedule, click on the New button.
Enter the name of the new Group Schedule, and then click on OK
A dialog box with the name of the Group Schedule will open. Under Group Members, enter the users email alias (e.g. patricia.fellows) or the user's last name in the text box that says Click here to add a name. Enter all the users' names. If there is a user whose name is not working, it can be retrieved from the GAL by clicking on the Add Others button and locating their name in the GAL. Click on ADD. Once all members of the group are entered, click on Save and Close. One tip is to add the creator of the group schedule to the list, so as to see all group members' availability at the same time. Here is an example what the Group Schedule looks like once the group members are added.
Viewing a Group Schedule
To get back to the Group Schedule once it is closed, click on the Group Schedule button on the toolbar or go to Actions>View Group Schedules. Then select the schedule you want to view from the list and click on Open. This will open the Group Schedule. From here, members can be added or removed. Adding members is the same as the process for adding them when creating the Group Schedule. To remove a member click in the text box their name appears in and hit the Backspace key. This will remove them from the list.
Everyone's schedule can be viewed. When looking at the Group Schedule there is an Availability Legend along the bottom of the dialog box. Note that some users availability show as solid lines and others show details of their schedule. This is because one member has shared their calendar with me, and the other has not. When working with a group, it can be helpful to have the group members share their calendars, but is not essential. Note also that there is a bar across the top of the schedule which is a composite of the individual schedules.The Zoom drop down list allows users to zoom in and out on the Group Schedule.
The Options button allows users to change the view a bit. One can show, or not show, calendar details from shared calendars. The schedule can be set to show work hours only. That is the default.
Creating a Meeting from a Group Schedule
From the Group Schedule users can create a meeting request or send a mail message. See below.
A New Meeting with the selected individual can be set up or a New Meeting with All can be set. The user can also request resources if a resource is a member of the group. Basically a New Meeting Request dialog box opens and used as one usually would.
A New Mail Message or New Mail Message with All can also be send from the Make Meeting drop down.
One drawback to using Group Schedules is they can't be shared or sent to others as an item.