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Do you ever feel like you're herding cats trying to keep tabs on all your employees or coworkers or even your bosses? With Outlook we can quickly call up the schedule of an entire group, as long as everyone in that group: one, is part of the same exchange server network; two, has their free busy schedule available for you to see; and three, is actually using their calendar. In Outlook 2010 we need to create the group first. While viewing our calendar, from the Home tab, we can choose Calendar Groups and then Create a New Calendar Group.
We'll give the group a name. Now, we'll choose the members that are part of that group. Note that I can Ctrl+Click to add people quickly. And don't forget that by default you're not a part of that group. So go ahead and select yourself and add yourself, if you'd like to be. Now we're looking at the group schedule. Notice that we can see this in the Schedule View or move back to the traditional workweek, single week, month, or single day at a time using the Arrange buttons on the top.
You'll also see that the group appears on the left-hand side Picnic Planning Committee, and I can turn on or off individual members. I can turn off the display of my own calendar up top, or turn mine back on and turn off the group. To save space, I can also collapse the group here or expand it to show the members. You can also initiate a meeting with all of the members of a group by first selecting the group and then pulling down the New Meeting and choosing New Meeting with All.
This creates a new appointment on your calendar with everybody in that group already invited. There is no limit to the number of people you can have in a group or the number of groups that you can create. So go ahead and create a few groups, your project team, your social buddies, or even one for the entire office, and enjoy the tip. Let's move on to tip number five.
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