Microsoft 365 How-To

There are two types of calendars you'll work with in Outlook:

• Group calendars (On Call Schedule, Time Off Schedule) -- shared with the entire group. Every member can see these events. Managers create events here; drivers view them. Think of these as the official company schedule boards.
• Your personal calendar -- only you can see it unless you invite someone. Use this for one-on-one meetings, reminders, or anything that doesn't need to be on the shared schedule.

When you create an event on a group calendar, every group member can see it automatically -- you don't need to invite them individually. When you create a personal event and add attendees, only those specific people receive the invite.

The On Call Schedule and Time Off Schedule group calendars are locked down. Only managers (group owners) can create, edit, or delete events on those calendars. Drivers can view the schedule but cannot make changes. This prevents accidental edits to the official schedule.

Each group calendar gets its own color. You can tap between Day, 3-Day, and Month views using the tabs at the top of the calendar.

By default, group events might not send you push notifications. To make sure you get alerts:

If you don't see a subscribe option, the group events will still appear on your calendar view -- you just might not get push notifications for new events. Check the calendar view regularly, or use Teams notifications as a backup.

Each group has a shared conversation thread -- like a group email chain that everyone can see. Use it for announcements, schedule questions, or anything the whole group should know about.

When creating any event, you'll see an All day toggle:

• All day ON -- the event spans the full day (or multiple days). It shows as a banner at the top of the calendar. Best for: PTO, holidays, multi-day coverage, training days.
• All day OFF -- you set specific start/end times. It shows as a time block on the calendar. Best for: on-call shifts with specific hours, meetings, calls.

For a 12-hour on-call shift, turn All day OFF and set the exact hours (e.g., 6:00 PM to 6:00 AM). For a full day off, turn All day ON.

When a manager sends you a personal meeting invite (not a group calendar event), you'll get a notification and the event will appear on your calendar.

Note: Group calendar events (like your on-call blocks) do NOT require an RSVP -- they're just on the schedule for everyone to see. Only personal meeting invites have accept/decline.