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Use a calendar app to keep track of everything. With the right tool, you can look at and change your appointments from anywhere, and the changes will be made on all of your devices. But things can get complicated if you have more than one Outlook calendar. How To Manage Outlook Calendar.
You might have both your own account and one that your work or school gave you. Some Outlook users are asked to help someone else, like a boss or coworker, keep track of their schedule. Even better, you can make your own calendars.
You’ll need a way to keep track of everything as you add more calendars. There are apps that can help, or you can work in the Outlook environment. It’s important to know all of your options so you can choose the one that works best for you.
How To Manage Outlook Calendar
Create new personal calendars
- Make sure you’re on the “Home” tab and then click “Add Calendar” in the ribbon. In the drop-down menu, choose “Create New Blank Calendar.”
- In the “Create New Folder” dialog box, give your calendar a name and then click “OK.”
- You should see the calendar appear in the “My Calendars” section on the left side of the Outlook window.
View calendars side-by-side or blended
Once you add more than one calendar to Outlook, you can choose how you want to see them: one at a time, side by side, or blended so that they overlap in the same calendar space. In the “My Calendars” section to the left of the calendar, you can show as many (or as few) calendars at once as you want by checking the boxes next to the calendars you want to see. By default, these calendars will show up next to each other. You can also right-click on a calendar and choose “Overlay” if you’d rather.
Share your calendar with others
- In the Outlook calendar desktop app, make sure you’re on the ribbon’s “Home” tab and then click “Share Calendar” in the ribbon.
- In the drop-down, choose the calendar you want to share.
- In the “Calendar Properties” dialog box, click “Add” and then find the contacts you want to share your calendar with.
- Based on the individual’s credentials, Outlook will let you choose from various permissions. Choose the one you want to share, such as “Can view when I’m busy” (which doesn’t reveal the meeting details), “Can view all details,” or “Can edit.”
- Click “OK” to send the calendar sharing invitation.
Customize your calendar
- Click “File” and then, in the menu that appears on the left, choose “Options.”
- In the “Outlook Options” dialog, click “Calendar” in the navigation pane on the left.
- After making your changes, click “OK.”
Sync your Google Calendar with Outlook
- Open your Google Calendar webpage.
- In the pane on the left, click the three dots to the right of your calendar. In the drop-down, choose “Settings and sharing.”
- Scroll down to the “Integrate calendar” section and find “Secret address in iCal format.”
- On the right side of this entry, click the “Copy” icon and then click “OK” in the pop-up.
- Go to your Outlook Calendar on the desktop app, and click “Add Calendar” from the ribbon’s “Home” tab. In the drop-down, choose “From Internet.”
- Paste the link you got from Google into the field and click “OK.”
- In the “Subscription Options” dialog box, name your calendar and then click “OK.”
FAQ
How do I manage different calendars in Outlook?
Go to the toolbar in the calendar and choose Add calendar > From directory. Type the name of the calendar you want to add in the “From” box. Outlook on the web will automatically look in the organization’s directory for entries that match. Choose the calendar you want to add, then click Open.
How do I manage my Outlook calendar effectively?
- Make Your Schedule Colorful. One of the more popular bits of advice Iyengar passes along is the use of color coding for events.
- Keep Your Private Items Private. Allowing a collaborator to see your schedule is a handy way to coordinate meetings.
- Get Specific with Time.
- Be Flexible.