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Viewing the schedule for an entire group

From: Outlook 2010 Power Shortcuts

Video: Viewing the schedule for an entire group

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.

Viewing the schedule for an entire group

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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This video is part of

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Outlook 2010 Power Shortcuts

73 video lessons · 16081 viewers

David Diskin
Author

 
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  1. 1m 7s
    1. Welcome
      1m 7s
  2. 15m 24s
    1. Finding a contact in seconds
      47s
    2. Viewing Outlook in multiple windows
      54s
    3. Sending a text (SMS) message from Outlook
      53s
    4. Viewing the schedule for an entire group
      1m 55s
    5. Setting your default Address Book
      1m 14s
    6. Color-coding important messages
      1m 17s
    7. Sending business cards via email
      1m 27s
    8. Using Quick Parts to avoid retyping
      1m 55s
    9. Adding hyperlinks to an email
      2m 36s
    10. Conducting a vote via email
      2m 26s
  3. 34m 52s
    1. Working with folders and subfolders
      2m 52s
    2. David's Rule of Email Organization
      2m 9s
    3. Staying organized with shortcut keys
      1m 49s
    4. Conversation view
      2m 9s
    5. Three ways to change how your Inbox displays
      2m 48s
    6. Deleting old messages
      2m 20s
    7. Three automatic rules for incoming messages
      4m 47s
    8. Creating a rule that replies with a message
      2m 39s
    9. Four ways to deal with junk email
      2m 50s
    10. Two ways to find an email
      2m 33s
    11. Repeating searches with Search Folders
      1m 12s
    12. Applying Quick Steps
      4m 42s
    13. Using the Activity Feed
      2m 2s
  4. 31m 1s
    1. Seven shortcut keys for sending emails
      1m 27s
    2. Three ways to use your Address Book
      2m 14s
    3. Three ways to send email to lists or groups of people
      2m 38s
    4. Five ways to use the Bcc field
      3m 27s
    5. Five ways to use formatting effectively
      2m 25s
    6. Three ways to spice up the occasional email
      2m 18s
    7. Four faster ways to attach a file to email
      2m 46s
    8. Skipping attachments altogether
      1m 45s
    9. Sharing your Calendar via email
      1m 43s
    10. Marking an email for follow-up
      1m 9s
    11. Setting up multiple signatures
      3m 0s
    12. Two unusual ways to use the Drafts folder
      2m 25s
    13. Holding an email in your Outbox
      2m 2s
    14. Inserting a screenshot
      1m 42s
  5. 8m 42s
    1. Five ways to create a task
      2m 50s
    2. Three ways to view your tasks
      2m 9s
    3. Three ways to change task due dates
      1m 10s
    4. Four ways to customize your Tasks folder
      1m 36s
    5. Setting task reminders (alarms)
      57s
  6. 17m 41s
    1. Four ways to reschedule an appointment
      2m 42s
    2. Four ways to track appointment details
      2m 14s
    3. Creating recurring appointments
      2m 0s
    4. Two ways to clone an appointment
      1m 37s
    5. Working with time zones
      2m 57s
    6. Setting the time zone of an appointment
      2m 10s
    7. Changing the time scale
      55s
    8. Finding an appointment quickly
      1m 1s
    9. Using the Calendar with shortcut keys
      2m 5s
  7. 13m 9s
    1. Adding a photo to a contact
      58s
    2. Tracking birthdays and anniversaries
      1m 19s
    3. Getting directions to a contact's address
      46s
    4. Three ways to customize your Contacts list
      2m 3s
    5. Adding a field to your Contacts list
      1m 13s
    6. Filtering your Contacts list
      1m 38s
    7. Merging your contacts into Microsoft Word
      2m 12s
    8. Customizing a business card's appearance
      1m 48s
    9. Quickly view and add a new contact
      1m 12s
  8. 19m 7s
    1. Using Outlook Today
      1m 16s
    2. Navigating through Outlook with the keyboard
      53s
    3. Windows 7 Quick Tasks
      42s
    4. Organizing by category
      3m 23s
    5. Setting an out-of-office message
      3m 1s
    6. Working offline
      1m 59s
    7. Ten email netiquette tips
      5m 4s
    8. Six tips for supervisors and managers
      2m 49s
  9. 6m 52s
    1. Customizing the Navigation pane
      1m 8s
    2. Customizing other panes
      3m 11s
    3. Customizing the Quick Access Toolbar
      2m 33s
  10. 54s
    1. Additional resources
      54s

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