Scheduling a large group follows the same process as any Outlook meeting but requires reviewing multiple calendars.

View Multiple Calendars

  1. In Outlook Calendar, right-click Shared Calendars and select Add Calendar > From Address Book.
  2. Search for and add each attendee's calendar.
    • Note: Outlook displays a maximum of 30 calendars at a time. If scheduling more than 30 people, review calendars in multiple groups.

Find the Best Meeting Time

  1. Switch to Schedule View to compare everyone's availability.
  2. Narrow your view to a single day and use the date arrows to review other dates.
  3. Look for open (blank) time blocks where the majority of attendees are available.
    • Pink hatched: Out of Office
    • Purple: Busy
    • Blank: Available

Scheduling Tips

  • For large groups, it's uncommon to find a time when everyone is available. Aim for the time that works for the majority of attendees.
  • Give priority to the availability of key participants, such as Office Directors, Managers, or presenters.
  • If more than 30 attendees are involved, review calendars in multiple groups before selecting a final time.
  • Internal meetings are often easier to reschedule than client or external meetings. If a proposed time only conflicts with internal meetings, it may still be the best option.

Example

If asked to schedule a 90-minute regional meeting for Seattle, Portland, Oakland, and Los Angeles during the second half of August:

  • Review attendee calendars in groups of 30 or fewer.
  • Identify the dates with the highest availability.
  • Select the time that accommodates the greatest number of attendees while prioritizing key leaders.