Week 11: Outlook Calendars – All Employees and PTO

Tuesday, April 21, 2020     9:30 AM

Happy Tech Tuesday! This week, we go over Outlook Calendars – All Employees and PTO. 

We all have schedules, meetings, and appointments in our calendars. What you may not know is that we can view each other’s calendars from within Outlook.

Opening Staff Outlook Calendars

1. Open Outlook and click the Calendar icon at the bottom left.
   
2. The Outlook calendar screen should now be active.
   
3. To add an Outlook Calendar from the Address Book, do the following:
   1. Right-click on Shared Calendars.
   2. Click Add Calendar.
   3. Click From Address Book.
      
4. To open the WCPA – All Employees calendar group, do the following:
   1. Find the “WCPA – All Employees” group in the Offline Global Address List.
   2. Click the Calendar button to add.
   3. Click OK to complete opening the group.
      
5. A warning window will pop up to let you know that “More than 30 calendars cannot be viewed at once.” Click OK to continue.
   
6. Outlook will take some time to connect to all the staff calendars in the group. Once completed you may continue.
7. Since no more than 30 calendars can be viewed at once, only some of the names in the WCPA – All Employees calendar group are selected. Click the checkbox next to the group name to deselect all employees.
   
8. Now all calendars within the WCPA – All Employees group are deselected. This will allow you to select only those employees whose calendars you wish to see.
   
9. Click the down-arrow next to the WCPA – All Employees group name to expand the group and then select the calendars you wish to view.
   
10. Whenever you need to add or remove an employee’s calendar to your Calendar view, simply follow step #9 to select a calendar or deselect a calendar from the WCPA – All Employees calendar group.

Opening the PTO Calendar

In addition to the Staff Outlook Calendars, you may also be interested in viewing the PTO Calendar. This is opened in the same way that the Staff Outlook Calendars are opened.

1. To add the PTO Calendar from the Address Book, do the following:
   1. Right-click on Shared Calendars.
   2. Click Add Calendar.
   3. Click From Address Book.
      
2. To open the PTO Calendar, do the following:
   1. Find “PTO Calendar” in the Offline Global Address List.
   2. Click the Calendar button to add.
   3. Click OK to complete opening the PTO Calendar.
      
3. The PTO Calendar now appears next to your own calendar in Outlook.