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If I'm frequently creating meetings with the same people or if I have employees that work under me and I need to see their schedules, I can open their calendars right from my computer. I can do that by going to the HOME ribbon tab in my Calendar and selecting Open Calendar. I'm going to choose from Address Book because it's somebody that's on my Exchange Server. I can choose the person whose calendar I want to open, select Calendar and click OK. Now we can see their calendar and it shows up on the left-hand side under Shared Calendars.
I can check or uncheck to hide this calendar and I can also right-click on the person's name, go over to Color and change the color of it. I can also show this as an overlay over mine instead of right next to it by right-clicking on their name and selecting Overlay. You'll notice that her calendar dates correspond with the same views that I have. When I change to Week or Day or Month, her Calendar views are reflecting the same dates.
If I ever want to hide her calendar from showing up, I can uncheck it. I know that, but I can also delete it completely. I can right-click on her name and select Delete Calendar. I can also delete this entire group by right-clicking the group and selecting Delete Group. I can click Yes at the prompt when it asks me if I want to delete the group 'Shared Calendars'. Let's say I want to add my own group very quickly. If I have a bunch of employees that I want to see the schedules of at the same time, I can open a calendar group.
If I select Calendar Group from the HOME ribbon tab and Create New Calendar Group, I can type a name for it and now I can add multiple people all at once. I'm going to add Akee and Mark. When I'm all done, I can click OK and here's my Executive Team group calendar. It works the same way that it did when I just opened one calendar in which I can right-click on somebody's name, overlay them on top of mine or change the color of it.
I can also add somebody at anytime by right-clicking my Executive Team label and choosing Add Calendar. I can then choose from Address Book, pick somebody new, click Calendar and click OK. There's one more thing I want to show you. So I'm going to go back to my Work Week view and I'm going to uncheck everybody except Akee. Here's Akee's meeting schedules. You can see that I can see all the details of her appointments. If I hide her and select Mark, I could only see him as being Tentative or Busy, but I can't see what his appointments actually are.
That's because they've set those options in their Outlook client. We can do that for our own Calendar by going to File>Options, going up to the Calendar tab and selecting a Free/Busy Options. I'm going to change the Default Permission Level. Right now for me, people can only see Free/Busy time, that means, like Mark, they'll only be able to see whether I'm free, busy or tentative. I can change this, so that they can see the Subject and Location or I can even put full details, so they can see any notes that I have.
When I'm all done making my selection, I can click OK and then click OK again to get out of this dialog box and now I'm brought back to my Calendar. If I completely want to get rid of this Group Calendar, I can right-click on it and choose Delete Group. It's going to ask me if I'm sure I want to remove the group Executive Team and I'm going to click Yes. Now like we deleted Akee's Calendar before, you're not deleting their actual Outlook Calendars, you're just removing it from showing up in your view.
So that's how you work with Group Calendars in Outlook.
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