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Create a calendar group in Outlook
An Outlook calendar group allows you to consolidate individual team members' calendars into a single view.
Create a new calendar group
Go to Outlook (classic) desktop app (it does not work on Outlook web or Outlook (new) app, as of 5/1/2025)
Calendar > Right click My calendar > New calendar group > Enter a name for your calendar group
Add team members to your calendar group
Right click your new calendar group > Add Calendar > From Address Book
Search by Name only > enter the last name > find the name in the list below > double click > the name will be added to the Calendar field below > keep adding all the names you want on your calendar group > when you are done, click OK
View your calendar group
Click the Refresh button (top left) > the individual calendars are added to your calendar group
To view everyone’s availability, select the calendar group checkbox > select Schedule View on the top right
Note that your own calendar is called “Calendar”, and each individual calendar has its own color.
Outlook Calendar display default:
Out of Office - purple color, shaded or patterned area on the left side of the event
Busy – solid area, typically blue color
Tentative - hash marks, typically blue color