Use a Group calendar in Outlook to schedule and edit events

Open a group calendar in classic Outlook

1. Select to open Calendar.

2. In the folder list, 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 Day, Week, Work week, or Month to change the calendar view.

Add an event to a group calendar in classic Outlook

1. Select to open Calendar.

2. Choose a group from the folder list.

   

3. In the ribbon, select New Meeting. 

4. You'll notice the group's alias is entered automatically in the Required attendee 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 Teams 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.

Edit an event on a group calendar in classic Outlook 

1. Select to open Calendar.

2. In the folder list, 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 event to edit its details. Select Save.
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See who's attending your group event in classic Outlook

1. Select to open Calendar.

2. In the folder list, 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 event to open its details. Select Tracking to see how your group members have responded. 

Cancel a group meeting in classic Outlook 

1. Select to open Calendar.

2. In the folder list, 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 event to edit its details.

4. Select Cancel. You can add a message before you notify group members of the cancellation. 

5. Select Send Cancellation.

Add a group event to your personal calendar in classic Outlook

1. Create a meeting request in one of the following ways:

   • From the Inbox, select New Items > Meeting or use the keyboard shortcut Ctrl + Shift + Q.

   • From the calendar, select New Meeting or use the keyboard shortcut Ctrl + Shift + Q.

   • From an email message in the Inbox, select the Reply with Meeting button.

     

2. Use the group's email address to add it as an attendee.

3. Enter an event title, location, and event time. 

4. Select Send.

Open a group calendar in Outlook on the web

1. Select to open Calendar.

2. In the folder list, 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 Day, Week, Work week, or Month to change the calendar view.​​​​​​​

Add an event to a group calendar in Outlook on the web

Adding an event to a group calendar is very similar to adding one to your personal calendar. When you create an event 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 an event 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?

Edit an event on a group calendar in Outlook on the web

1. From the group calendar, double-click the meeting to open it.

2. Make the changes you want and select Send.

See who's attending your group event in Outlook on the web

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, select the meeting to open it.

2. Under Attendees > Tracking, see the status (Accepted, No response, Tentative, Declined) under each invitee name.

Cancel a group event in Outlook on the web

When an event 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. Select Cancel and select the appropriate cancellation option.

Add a group event to your personal calendar in Outlook on the web

When you create an event on your own calendar, you're in charge of editing or canceling the event, as opposed to events created on a group calendar, which can be edited or deleted by anyone in the group.

1. Open your calendar (not the group calendar).

2. Select the time at which you'll schedule the meeting or event.

3. Enter a meeting title, location, and any meeting details.

4. In Invite attendees, enter the name of the group you want to invite.

5. Select Send.

Open a group calendar in Outlook.com

1. Select to open Calendar.

2. In the folder list, 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 Day, Week, Work week, or Month to change the calendar view.​​​​​​​

Add an event to a group calendar in Outlook.com

Adding an event to a group calendar is very similar to adding one to your personal calendar. When you create an event 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 an event 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?

Edit an event on a group calendar in Outlook.com

1. From the group calendar, double-click the meeting to open it.

2. Make the changes you want and select Send.

See who's attending your group event in Outlook.com

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 > Tracking, see the status (Accepted, No response, Tentative, Declined) under each invitee name.

Cancel a group event in Outlook.com

When an event 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. Select Cancel and select the appropriate cancellation option.

Add a group event to your personal calendar in Outlook.com

When you create an event on your own calendar, you're in charge of editing or canceling the event, as opposed to events created on a group calendar, which can be edited or deleted by anyone in the group.

1. Open your calendar (not the group calendar).

2. Select the time at which you'll schedule the meeting or event.

3. Enter a meeting title, location, and any meeting details.

4. In Invite attendees, enter the name of the group you want to invite.

5. Select Send.