Western - Outlook - Calendars

Tags western
This article applies to CCE staff in the Western NY region.

This article explains how to enable and add calendar groups in Microsoft Outlook by using existing groups from the Cornell address book. Following these steps allows staff to efficiently share and view multiple calendars without adding each calendar individually.

Note:

  • You only need to complete these steps once to set up and add the desired Outlook groups.
  • Once added, calendar groups are automatically kept up to date.
  • Important: Group calendars work only in Outlook Classic, not in "New Outlook".

Allowing Group Calendars in Outlook

Outlook - Turn off shared calendar improvementsIf 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 to apply the changes.

How to video: https://app.screencast.com/qhgWwDMaJzTWC (2 min)

Adding Calendar Groups to Outlook

Using existing reference groups allows adding multiple calendars to Outlook simultaneously, avoiding the need to add each calendar individually.

Types of reference groups for Extension employees

Group Name Description/Type Maintained By Example
rg.ext[CountyName].employee Association staff reference groups based on the HR Organizational Tree as represented in Workday. Includes all association employees. Automatically updated at the end of each business day. Workday - HR Ex. Wyoming County staff group is rg.extwyoming.employee
EXT-RG-[TeamName] Staff reference groups for specific teams (created upon request for each team) Regional Western IT Staff Ex. Regional SBN staff group is EXT-RG-WSBNLeads
EXT-[3 character county name]-Calendar Equipment and room reference groups for association resource calendars. Regional Western IT Staff Ex. Wyoming County resource calendars for rooms, equipment and events is EXT-WYO-Calendars

 

Adding Reference Group Calendars to Outlook:

How to video: https://app.screencast.com/UBagvFyWX4HLy (no sound in this video)Outlook - Add group calendars from Cornell address book

  1. In Outlook calendar view, under the Home tab, click Open Calendar.
     
  2. Select From Address Book from 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.

Note:  It may take a minute for the calendars to load.  If you receive an error, refer to the steps in the Allowing Group Calendars in Outlook section 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. 

 

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

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