ARCHIVED: In Outlook 2010, how can I use Group Calendars to see when multiple people are free?

Outlook 2010 Group Calendars, similar to the Group Schedules found in Outlook 2007, allow you to view multiple users' calendars in one place using the free/busy information in Exchange. This is especially helpful if you do not have rights to view a person's calendar but still wish to easily see if someone is available in conjunction with other people and resource rooms in planning a meeting.

To use Group Calendars:

1. In Outlook 2010, go to your Calendar.
2. On the Home tab, select Calendar Groups.
3. In the drop-down list, click one of the following:
   • To create a new group calendar, click Create New Group Calendar, and continue to step 4.
   • If you have multiple calendars open (i.e., if you are viewing other people's calendars in addition to your own), you can save the currently displayed calendars as a new calendar group in the navigation pane by clicking Save as New Calendar Group.
   • To display team calendars in the navigation pane, click Show Team Calendars. Team calendars contain calendars for your manager, direct reports, and peers as determined from information in the Windows Active Directory.
   
   
4. In the Create New Calendar Group dialog box, type a name for this grouping, and click OK.
5. In the Select Name: Global Address List dialog box, find the individuals or resource rooms you wish to add to your grouping. Click the Group Members -> button to add them. You can add multiple people or rooms by finding another person and clicking the button again.

   If you have a server-side distribution list (i.e., a mail-enabled group, not an IU List mailing list or personal distribution list), you may find that group and add it to the group.

6. When you are done finding people or rooms, click OK, and the calendar group is saved in your navigation pane. In it, you can see each member's availability, including any resource rooms. If an individual or resource room does not allow people or a specific set of people to view free/busy information, you will not see any details listed.
7. To add more people or rooms, right-click the calendar group name in the navigation pane, click Add Calendar, and choose one of the following methods to add the calendar:
   • From Address Book...
   • From Room List...
   • From Internet...
   • Open Shared Calendar...
   
   
8. To delete a calendar group, right-click the calendar group name in the navigation pane and select Delete Group.