Viewing Group Schedules in Outlook 2002 - dummies

Viewing Group Schedules in Outlook 2002

By Bill Dyszel

Outlook 2002 gives you the ability to set up groups so that you can view all the group members’ schedules with just a few clicks of the mouse. For example, you can set up a group containing all the members of your project team; if you regularly schedule meetings with the entire team, you can quickly view all those schedules to find a meeting time when they’re all available. No more typing in team members’ names individually to get their schedules. And no more having to remember every team member’s name — and inevitably leaving someone off the list!

To make full use of Group Schedules, the calendars of all the group members must be available for public viewing. Contact your organization’s information systems guru to see if you have public access to schedules.

To view all the schedules of a group, follow these steps:

1. Call up your Outlook 2002 calendar.

2. Choose Actions, View Group Schedules. The Group Schedules dialog box appears, listing all the groups you’ve created.

If you haven’t yet created any groups, you can click New to do so. Or you can delete old groups from your list.

3. Double-click the group that you want to view, or highlight the group and click Open.

A schedule window appears, showing all the schedules for the group members. You can add and delete members of the group.

4. Click Save and Close to save any changes you made to the group.

You can even schedule meetings from the group schedule window. Simply highlight a time when everyone is available, and then click Make Meeting and choose Make Meeting for All. A new appointment window appears with all the group members’ names in the To field. If you wish, change the subject and include a message, and then click Send to invite everyone in the group to your meeting.