How to create a group calendar in Lotus Notes

How to create a group calendar in Lotus Notes

Document number: 16125

A group calendar is a collection of free time schedules for the people included in the group calendar in Lotus Notes. It is convenient to use a group calendar to quickly see if people in a selected group are free or busy at a specific time which makes scheduling meetings easier.

Creating a group calendar.

It is advised to include a maximum of 10 names in a group calendar although more may be included. The calendar may become difficult to manage and view free time if more than 10 members are included.

To create a group calendar:

Open the Group Calendars folder from the mail file or calendar.
Click the New Group Calendar button.
Type a title for the group calendar in the Title: window.
Click the down arrow at the bottom of the Members window to open the PeopleSoft Directory. Select the individual or group names for those that should be included as members of the group calendar.
- Names can be manually typed as well, but selecting from the PeopleSoft Directory ensures accuracy in the spelling of the names. If names are manually typed, separate each name by pressing the {Enter} key.
- Groups can be used when creating a group calendar. When the group calendar is opened, the individual names for each member of that group will be displayed.
- NOTE: The person creating the group calendar must be sure to add their name as a member of the group calendar. Otherwise, their free time will not be viewed along with all of the other members.
When all members have been added to the group calendar, click OK.

The names of all people included in the group calendar along with their free and busy time will be displayed. If the person who created the group calendar has Read access to one of the member's calendars, they can see that person's calendar when clicking on that member's name.

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