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Microsoft Outlook 2010 has a feature that lets you add calendars from other users and resource mailboxes so you can see at a glance when everyone is free/busy. This article will show you how to add other calendars to Outlook creating a group.

Open Outlook and click on the Calendar link in the left pane.

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Now right click My Calendars and select Add Calendar > From Address Book.

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Now you can add any person or resource mailbox (like a co-worker, conference room, etc.) to Outlook. Once you have done this you should see them all in the left pane of Outlook like so.

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Now right click My Calendars again and this time select New Calendar Group. Name the group anything you want and then drag the calendars you added onto this group. In the example above I named the group “iSchool IT”. Once the group has been created and calendars have been added you can click on the group name itself and you should see something like this.

 

NOTE – you can uncheck your calendar at the top of the left pane of Outlook to make the view less cluttered.

Now that you have created a calendar group you can click the arrow next to each person’s name to overlay them or remove them from the group. You can use all the standard (day/week/month) views and you have a Schedule View as well which is handy if you want to see when everyone might be free at a glance.

If you ever want to remove people from the group, just right click the person in the left pane of Outlook and select Delete Calendar. You can remove the entire group in this manner as well.


If you have any questions after reading this article or if you need any help, please don't hesitate to contact the iSchool IT Help Desk.

http://ischool.uw.edu/help
(206) 616-3086