Outlook - Calendars

This article is to help with sharing and viewing of calendars utilizing existing groups in the Cornell address book.

The following steps only need to be performed once to set up and add the desired Outlook groups.   
Once added, the calendar groups are automatically kept up-to-date.

Allow Group Calendars in Outlook

If you are experiences issues or seeing an error when trying to add calendar groups to your Outlook calendar, follow the steps below.

1. Open Outlook
2. Click on File
3. Click on Account Settings button then Account Settings drop-down option
4. Double click on your primary Cornell e-mail account (to open settings)
5. Click on the "More Settings" button
6. Click on the "Advanced" tab
7. Uncheck "Turn on shared calendar improvements"
8. Click OK to close window
9. Click Next and Done 
10. Click Close to close Account Settings window
11. Close and reopen Outlook

How to video: https://www.screencast.com/t/8er5Pl4ZQA

Add Calendar Groups to Outlook

Using existing reference groups allows us to add groups of calendars to Outlook.  Using this method, we can avoid having to add each calendar one-by-one to Outlook.

There are three difference types of reference groups for Extension employees:

• rg.ext groups are reference groups based on the association's HR Organizational Tree as represented in the Workday Human Resources system. Reference groups are automatically updated at the end of each business day. (Ex. Wyoming County staff)
• EXT-RG groups are reference groups for specific teams that have been created and are maintained by regional CCE IT staff.   (ex. SNAP staff)
• EXT-[3 character county name]-Calendar groups are reference groups for association resource calendars that have been created and are maintained by regional CCE IT staff.  (ex. Wyoming County resource calendars for rooms, equipment and events)

How to add reference group calendars to Outlook:

How to video: https://app.screencast.com/UBagvFyWX4HLy (no sound in this video)

1. Within your Outlook calendar view, under Home tab, click on "Open Calendar".
2. Click to select "From Address Book" in the drop-down menu.
3. Under Address Book field, select "Global Address List - ..."
4. Add Association Staff group:
   1. In the search field, type in rg.ext[first 3 characters of county name].
      • Example:  rg.extwyo
   2. Click the right arrow or hit the return key to start the search.
   3. Click on the name of the group to select it then click the Calendar button
5. Add Association Affiliates group
   Affiliate groups typically contain staff who work closely with or in your office but are not an employee of that office.  (Ex. Regional staff, Ag Team staff)
   1. In the search field, type in ext-rg-[first 3 characters of county name]
      • Example: ext-rg-wyo
   2. Click the right arrow or hit the return key to start the search.
   3. Click on the name of the group to select it then click the Calendar button
6. Add Association resource group:
   1. In the search field, type in ext-[first 3 characters of county name]-calendar
      • Example: ext-wyo-calendar
   2. Click the right arrow or hit the return key to start the search.
   3. Click on the name of the group to select it then click the Calendar button
7. Additional team group(s), if applicable:
   1. In the search field, type in ext-rg
   2. Scroll through the list of existing Extension reference groups to select and add your desired group calendar.
8. Click OK to add the selected groups to your Outlook calendar.

Please note:  It may take a minute for the calendars to load.  If you receive an error, see the steps on how to enable group calendars above.

If there are questions about existing groups, or interest in creating a new group, please send in a ticket to http://westernhelpdesk.cce.cornell.edu. 

How to use a reference group to easily add everyone to a meeting:  https://app.screencast.com/Bt3QkCrv40BTx