Outlook Calendar Easy Tips to Keep You Organized

October 16, 2013 Outlook  No comments

Outlook calendars have multiple tools available to help you plan and organize. Here are some Outlook Calendar tips and tricks you can begin using today.

Understanding the Lingo:

  • Appointments: Personal engagements that are used only by you
  • Events: All day appointments
  • Meetings/Invited Events: Others are invited


Reoccurring Appointments, Meetings or Events:

The reoccurring meetings or events function is a great way to keep track of events or meeting that occur yearly, monthly, bi-weekly, weekly, or daily. To make an appointment, meeting, or event reoccurring, simply add the appointment into your calendar like you normally would, then click the “Reoccurring” icon on the tool bar. You will be prompted to set the start and end time, the duration, and the reoccurrence pattern (how often). Additionally, you can set it to go on forever, end on a certain date, or end after a certain number of reoccurrences.


Multiple and Shared Calendars:

When you open you Outlook calendar, the first calendar you see is your primary or default calendar. To add an additional calendar, click on the “New” icon on the tool bar and choose “Calendar” from the drop down menu. You will then be prompted to name your new calendar. Along the left-hand side, you will see your calendars listed. By checking or unchecking the box next to the calendar’s name, you can choose how you want to view your calendars.

Share your Calendar on Office Online:

Do you want to share your calendar with other people? You can use the Microsoft Outlook Calendar Sharing Service to publish your calendars online and share them with other people. With this feature, you can decide who can view, makes changes to, and remove your calendar. To share your calendar on Microsoft Office Online, right-click on the calendar you want to share on the “My Calendars” pane on the left-hand side of your calendar. Select “Publish to Internet”, then select “Publish to Office Online.” You will then be prompted for your Windows Live ID. If you do not have a Windows Live account, you can create one for free. After logging in, you need to set your preferences. First, you will set the time span from a determined number of days before today to a determined number of days after today. You can choose anywhere from 1 day to 90 days. Next, you will choose the details that are available on your calendar to viewers. You can choose to only show your availability (“Free”, “Busy”, “Tentative”, or “Out of Office”), to show limited details (availability and subjects of calendar appointments/meetings), or to show the full details. Finally, you must decide who can view your calendar. You can either choose that only invited users are able to view it, or that anyone can view and search for your calendar on Office Online. After your calendar is shared on Office Online, you will be able to invite people to view or subscribe to your calendar.

We hope you enjoyed these Outlook Calendar easy tips. For more on outlook calendars, check out our upcoming training event, Outlook 2007/2010: Calendar & Task Tips to Save Time and Stay Organized on Wednesday, November 6, 2013.

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