How Microsoft Calendar Can Organize Club and Group Activities

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Microsoft Calendar has a lot of popularity for personal online calendars. This is due to its customization options. Here’s how you organize club and group activities. You can manage your own calendar but you can also interact with other people to plan events. The program is simple and clear so you don’t get lost in multiple communication lines. It is easy to use for any size event, including casual lunches with friends or town hall meetings.

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How Your Calendar Can Organize Club and Group Activities

1. Sharing Availability for your club and group activities

The worst thing about planning an event for busy people is finding a time that works well for everyone. This will become more difficult the more people you have. You can refine this process by having everyone share their personal Microsoft Calendars, which is easy on the main page. Simply click “Share” and you can scan the schedule of everyone to find times that are available.

2. Creating Collaborative Calendars

For larger organizations, it may be preferable to create a collaborative calendar over a single event. This will save you time and allow people to check the events. Multiple people can manage the shared calendar by being able to check themselves. A collaborative calendar improves communication so that events can be easily seen by the host.

3. Setting Up Group Events

While personal events are visible only to you, you can create and share groups with anyone you wish. You have full control over the details and the roster as event host. You can restrict or allow attendees to share them, depending on the event’s exclusivity. You can also edit them for everyone. If you aren’t the sole moderator, you can add more people to your role as hosts.

4. Creating Recurring Events

An event will be created and default to never repeating. You can set it to repeat after any time interval with just a few clicks. For recurring events such as book club discussions or check-in meetings, setting your calendar to repeat is a great idea. You can save or modify the same settings for each repeating event.

5. Differentiating Event Types

You can indicate the purpose of an event in the title. However, more events make it difficult to visually distinguish them. Microsoft Calendar offers two methods for categorizing events: colored tags and event symbols. If your organization holds multiple meetings for different purposes, the symbols and colors make it easier for people to understand. For example, a problem-solving session can be marked with a wrench and a celebration purple with cake.

6. Including Relevant Resources

Many events require online resources to prepare for or engage with them. Perhaps your organization has a document or article that is relevant to the meeting that you would like to share. You can do this by clicking on one of the symbols beneath the event description. You can upload your information as fast as typing the description by selecting the attachment option or image.

7. Arranging Video Calls In-App

Microsoft acquired the Skype video-calling service in 2011. The corporation has made great efforts to integrate Skype into its ecosystem since then. Microsoft Calendar is no exception. Each event has a dedicated “Skype Meeting” switch to assist you in setting it up. To start a Skype meeting, you can click “Meet Now!” on the main calendar page.

8. Notifying Attendees of your club and group activities

A shared event includes every attendee or host in its activity logs to keep them informed. The roster can be notified automatically or manually if you make any changes to the event or share more information. Individual-specific notifications can be sent (independently from the whole roster), so that no one is overwhelmed by unnecessary alerts. It is easy to keep everyone informed about the information they need to perform their duties.

9. Receiving Responses

People who attend your event can respond to you directly to let them know their availability. It is possible to indicate whether you are available or not. Attendees can also send detailed responses. This option is always present, but if you need this information, you can set the event to request a reply. This status and any subsequent reactions are not fixed and can be modified at any time to allow for flexibility.

10. Utilizing the Schedule Assistant and Room Finder

Microsoft Calendar offers some unique features to simplify planning. Two of these are the Scheduling assistant and Room Finder. These features can only be used if you are part of a physically-based organisation that has them. Based on the organization’s schedule, and room usage, the Room Finder will automatically search the building for available rooms. The Scheduling Assistant can search for and a time that is convenient for all attendees.

11. Accommodating Everyone’s Needs

If someone is unable to attend an event, but wishes to, their calendar can still be accommodated. Participants can mark their availability and also suggest new times for them to meet if they are unable to attend. Making your availability known makes scheduling easier so everyone can fit it in. You can’t go wrong when you combine the Schedule Assistant with it.

The next time you’re in charge of planning an event, your calendar tools will do most of the work for you. It takes only sixty seconds to set it up, regardless of whether you are an experienced planner. There is no better way to bring people closer than this.

Image Credit: by Andrea Piacquadio; Pexels; Thank you!

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