Creating & Viewing Personal Groups

Updated: December 30, 2008

To help you in working with your colleagues, scheduling,or managing others calendar, you can create groups in Entourage or Outlook following the instructions below.

Outlook
Entourage

Note: Creating/Using Groups is not available in OWA or OWA Light.

CreatingGroups & Viewing the Group Calendar in Outlook

Creating personal groups can be a quick way to view availability of group members and schedule a meeting. To create a personal group:

1. Choose Actions > View Group Schedules.
2. Click New.
3. Enter a name for the group.
4. Click OK.
5. Click Add Others then choose Add from Address Book.
   
6. Search for and select the name(s) you want to add and click To to add them to the group, then click OK.
   
7. When the group list is complete, click Save and Close.

Viewing the Group Calendar in Outlook

1. Choose Actions > View Group Schedules.
2. Select the group name and click Open.
3. To view a particular date, choose it from the Go To date area.
   
4. You can view the free/busy time for group members using the legend provided. If a group member has shared his/her calendar with you, you can see the details of busy times (e.g. meeting titles).
5. If you wish to make a meeting with the group members, click Make Meeting > New Meeting with All.

Creating Groups & Viewing the Group Calendar in Entourage

Creating personal groups can be a quick way to view availability of group members and schedule a meeting. To create a personal group:

1. Choose New > Group.
   
2. Enter a name for the group.
3. Click Add (plus icon), or click in the blank area below the group name.
   
4. Type a name, then locate and click the correct name from the dropdown list.
5. When the group list is complete, close the window (click the red button).
6. If prompted, click Save.

Viewing a Group Calendar in Entourage

1. Click New to open a new events window.
2. Click Invite.
3. In the Address Book dropdown menu, choose Address Book (On My Computer) if not already selected.
4. Locate the group to invite and double‐click on it.
   
5. Control+Click on the group name the To: field and choose Expand Group to view all members of the group.
   
6. Click on the invitation window to return to see all members of the group listed in the Invite field.
7. Click Scheduling to view the free/busy times of the individuals of the group. You can use the scroll bar at the bottom of the scheduling area to move forward in time.
   
8. You can schedule a meeting with the group using the same steps as you use to create any meeting.