SOP: Creating an Event for a Microsoft 365 Group in Outlook

🧭 Purpose

To schedule and manage group events using the shared calendar associated with a Microsoft 365 Group, ensuring visibility and participation across all members.

✅ Prerequisites

  • You must be an Owner or Member of the Microsoft 365 Group.
  • The group must be mail-enabled and have a shared calendar.
  • You must have access to Outlook Web or Outlook Desktop.

🛠️ Step-by-Step Instructions

1. Open Outlook

  • Go to https://outlook.office.com/calendar/ or launch the Outlook desktop app.

2. Access the Group Calendar

  • In Outlook Web:
    • Click the Calendar icon.
    • On the left pane, under Groups, select your Microsoft 365 Group.
  • In Outlook Desktop:
    • Go to Calendar view.
    • Under My Calendars, expand Groups and select your group.

3. Create a New Event

  • Click New Event or New Appointment.
  • Ensure the calendar selected is the Microsoft 365 Group calendar.

4. Fill in Event Details

  • Title: Add a clear and descriptive name.
  • Date & Time: Set the start and end time.
  • Location: Add a physical or virtual meeting location.
  • Description: Include agenda, links, or attachments.
  • Invite Attendees: Add internal or external participants if needed.

5. Confirm Group Visibility

  • Ensure the event is being created in the Group calendar so all members can view it.
  • If needed, check the box to send invitations to group members.

6. Send the Invitation

  • Click Send or Save to publish the event.

🧩 Tips for Effective Group Event Management

  • Use recurrence settings for regular meetings.
  • Attach relevant files or links directly to the event.
  • Use Teams integration to add a meeting link automatically.
  • Tag the event with categories for easy filtering.
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