Outlook - Create a meeting in the group calendar Tutorial

In this video, you will learn how to create a meeting in the group calendar.
The video covers the steps to create and update events in the group calendar, send meeting invites to group members, and set up Skype meetings.
This will help you effectively manage your group's schedule and ensure everyone is on the same page.

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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on how to effectively use the Groups calendar feature for scheduling and managing group events. It outlines the steps for creating and updating events, ensuring all group members are informed and engaged.

Chapitres :

Introduction to the Groups Calendar
The Groups calendar is a powerful tool designed to help users track all group events in one centralized location. This feature is accessible to all group members, allowing for seamless collaboration and communication regarding scheduling.
Visibility and Event Management
The calendar is visible to everyone in the group, which promotes transparency and ensures that all members are aware of upcoming events. Any member can create and update events, making it easy to keep the schedule current and relevant.
Meeting Invitations
When a group member creates an event, meeting invites are sent directly to the inboxes of those who have subscribed to the group. This functionality allows members to accept group events just like any other calendar invitation, ensuring they stay informed.
Creating a New Meeting
To create a new meeting, follow these steps: 1. Choose a group from the left navigation bar. 2. Select 'Calendar' on the ribbon. 3. Click on 'New Skype Meeting' or 'New Meeting'. You will notice that the group's alias is automatically entered in the 'To' line.
Setting Meeting Details
In the meeting setup area, you will need to enter the following details: - Subject - Location - Start and end time Additionally, type an agenda in the designated area. If you are setting up a Skype meeting, be cautious not to alter any online meeting information.
Using the Scheduling Assistant
To ensure you select the best time for your meeting, utilize the 'Scheduling Assistant' feature on the ribbon. This tool helps you find a time that works for all participants.
Finalizing and Sending the Meeting Invite
Once all details are filled in, click 'Send' to finalize the meeting. The event will then appear on both the group’s calendar and each member's main Outlook calendar, ensuring everyone is updated.
Conclusion
The Groups calendar is an essential feature for managing group events efficiently. By following the outlined steps, members can easily create, update, and track events, fostering better collaboration and communication within the group.

FAQ :

What is a Groups calendar?

A Groups calendar is a shared calendar that allows all members of a group to view and manage events in one place, making it easier to coordinate schedules.

How can I create an event in the Groups calendar?

To create an event, choose a group from the left navigation bar, select 'Calendar' on the ribbon, and then click 'New Skype Meeting' or 'New Meeting'. Fill in the required details and click 'Send'.

Will I receive notifications for group events?

Yes, if you are subscribed to the group, meeting invites will be sent to your inbox, allowing you to accept or decline the events.

What should I include in the meeting agenda?

The meeting agenda should include a list of topics or items that will be discussed during the meeting to keep participants informed and focused.

How does the Scheduling Assistant work?

The Scheduling Assistant checks the availability of all participants to help you find the best time for your meeting, ensuring that everyone can attend.

Quelques cas d'usages :

Team Project Coordination

A project team can use the Groups calendar to schedule regular check-in meetings, ensuring all members are aware of deadlines and responsibilities. By utilizing the agenda feature, they can outline discussion points to keep meetings efficient.

Event Planning

A marketing team can plan an upcoming event by creating a series of meetings in the Groups calendar. They can use the Scheduling Assistant to find times that work for all stakeholders, ensuring smooth collaboration.

Remote Work Collaboration

In a remote work environment, team members can use the Groups calendar to schedule virtual meetings via Skype. This allows for seamless communication and updates on project progress, regardless of location.

Training Sessions

An HR department can organize training sessions by creating events in the Groups calendar. They can send invites to all employees, ensuring everyone is informed and can participate.

Glossaire :

Groups calendar

A shared calendar that allows members of a group to track and manage events in one centralized location.

Event

A scheduled occurrence that can be created and updated by any member of the group, such as meetings or activities.

Meeting invite

A notification sent to group members' inboxes to inform them of an upcoming event, which they can accept or decline.

Alias

A secondary name or identifier for a group, automatically filled in the 'To' line when scheduling a meeting.

Agenda

A list of topics or items to be discussed during a meeting, typically included in the meeting details.

Scheduling Assistant

A tool that helps users find the best time for a meeting by checking the availability of participants.

Skype Meeting

An online meeting conducted via Skype, which includes specific online meeting information that should not be altered.

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to track all the groups' events in one place.

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The calendar is visible to everyone in the group,

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and any member of the group can create

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and update events, making it easy

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to keep the schedule up-to-date.

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The meeting invites are sent to members inboxes

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if they've subscribed to the group,

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allowing them to accept the group events,

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just like any other calendar event.

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Choose a group on the left navigation bar,

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select Calendar on the ribbon,

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select New Skype Meeting or New Meeting.

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You may notice the group's alias

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is entered automatically in the To line.

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Enter a subject, location, start

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and end time for your meeting.

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In the meeting area, type an agenda.

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If you're setting up a Skype meeting,

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be careful not to change any

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of the online meeting information.

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Select Scheduling Assistant on the ribbon

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to make sure you have the best time for the meeting.

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Click Send when you're done.

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The meeting appears on the group's calendar,

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as well as each member's main outlook calendar.

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