Schedule a Meeting on a Group Calendar

What is it?

A group calendar is a shared calendar where you and every member of your group can schedule and see upcoming events. You can also share the events with other groups in your school or workplace.

The benefit of creating events on a group calendar is that everyone who's a member of the group can edit the events. Why is that cool? Because if you're sick or decide to take a vacation day and forget to cancel the meeting, anyone else in the group can cancel it for you. No more marooned meetings!

Who Has it?

Anyone with a Montana Tech account.

Table Of Contents

1. Join Versus Subscribe
2. Schedule a Group Meeting (Outlook for Desktop):
3. Schedule a Group Meeting (Outlook for Web):

How Do I?

1. Join versus subscribe

It's important to understand the difference between joining a group and subscribing to it because the difference affects your group calendar.

When someone creates a group, they have the option to subscribe all new members automatically. If they choose not to subscribe members automatically, the members will be joined to the group but won't receive conversations or calendar events in their private inbox. These items will only appear in the group mailbox.

A subscribed member receives conversations and calendar events in both their private inbox and the group inbox. The benefit of this is that you don't have to be in a group to see group emails and calendar invitations. Also, you can open and reply to them from either location.If you aren't subscribed to a group but want to be, see Subscribe to a group for instructions.

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2. Schedule a Group Meeting (Outlook for Desktop):

1. In Outlook, choose a group from the left nav.

   

2. Select Teams Meeting to schedule a meeting or Meet Now for an immediate meeting. If you select a scheduled Teams meeting, call details will be added to the message body. 

   

3. You'll notice the group's alias is entered automatically in the To line. Enter a subject, location, and start and end time for your meeting.

4. In the meeting area, type an agenda. If you're setting up a Skype Meeting, be careful not to change any of the online meeting information.

   

6. Select Scheduling Assistant on the ribbon to make sure you have the best time for the meeting.

   

7. Select Send. The meeting appears on the group's calendar, as well as the personal calendar of each subscribed each member.

   

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3. Schedule a Group Meeting (Outlook for Web):

1. From your mailbox select the calendar on the apps bar on the left.

   

2. Before you make a meeting, the group that the meeting is for must be selected in the calendar settings on the left. You may need to select show all to see all the groups that you are a part of.

   

3. Select New Event at the top of the calendar page.

   

4. To make this into a Group event, open the drop-down menu and select the Group that the event is applicable to. If you do not see the group that this event is for, verify that the group was selected as shown in step b.

   

5. After you have selected the applicable group, modify the event title, additional attendees, the meeting time, how often the meeting will occur, notification settings, and the description. 

6. After adding attendees, suggested meeting times will appear below attendees as well as known schedule conflicts in the scheduling assistant on the right.

   

7. If you would like to make this event into a Teams meeting, select the teams meeting toggle. This will automatically make a video meeting that all users in the group will have access to.

   

8. After you are finished modifying the event, select send. This will send an email to all the attendees and members of the group that you selected. It will look similar to the one below.

   

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