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Top 10 Outlook 365 Calendar Tips & Tricks

A Calendar is one of the most important tools required in your day-to-day work life. An organized... read more

John Michaloudis
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Top 10 Outlook 365 Calendar Tips & Tricks | MyExcelOnline Top 10 Outlook 365 Calendar Tips & Tricks | MyExcelOnline

A Calendar is one of the most important tools required in your day-to-day work life. An organized calendar will help you readily schedule appointments and meetings, communicate with your colleagues, and plan your time efficiently.

In this article, we will go through 10 calendar tips & tricks to use Microsoft Outlook productively:

  1. Share a Microsoft Outlook Calendar
  2. FindTime Add-In
  3. Set Up a Teams Meeting
  4. Online Outlook Calendar for Sports, Shows, and More
  5. Merging and Color Coding
  6. Email Your Outlook Calendar
  7. Shorter Outlook Meetings
  8. Showing the To-Do Bar
  9. Add Another Calendar
  10. Create an Event From an Outlook Email

Let’s explore these tips one by one in detail!

 

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1. Share a Microsoft Outlook Calendar

The most common issue while scheduling meetings is that you don’t know what time will be suitable for the other person. To eradicate this problem, you can share your calendar in outlook with others.

To share your calendar –

  1. Right-click on Calendar in the left panel
    Top 10 Outlook 365 Calendar Tips & Tricks
  2. Select Sharing Permissions
    Top 10 Outlook 365 Calendar Tips & Tricks
  3. Click Add
    Top 10 Outlook 365 Calendar Tips & Tricks
  4. Select a contact and click Add
    Top 10 Outlook 365 Calendar Tips & Tricks
  5. Click OK
    Top 10 Outlook 365 Calendar Tips & Tricks
  6. Click OK
    Top 10 Outlook 365 Calendar Tips & Tricks

This will share your personal calendar with your contact and they will be able to view your calendar. You can also provide them with editing access – select can edit while sharing permissions.

Top 10 Outlook 365 Calendar Tips & Tricks

 

2. FindTime Add-In

FindTime Add-In can be used to find the perfect day and time for all attendees while scheduling a meeting. It sends multiple time options to the attendees and allows everyone to vote and reach a consensus. It can also send meeting invites on your behalf.

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Follow the steps below to learn how to use this extremely helpful Add-In in Microsoft Outlook Calendar –

  1. Go to Outlook Mail
    Top 10 Outlook 365 Calendar Tips & Tricks
  2. Click on Get Addins icon
    Top 10 Outlook 365 Calendar Tips & Tricks
  3. Search FindTime
    Top 10 Outlook 365 Calendar Tips & Tricks
  4. Click Add
    Top 10 Outlook 365 Calendar Tips & Tricks
  5. Go to New Appointment
    Top 10 Outlook 365 Calendar Tips & Tricks
  6. You will find the New Meeting Poll
    Top 10 Outlook 365 Calendar Tips & Tricks

You can use this New Meeting Poll to find the best time that suits everyone who will be attending the meeting.

 

3. Set Up a Teams Meeting

Teams Meeting not only allows you to set a date and time for the meeting but also provides a link that can be used by attendees to join the meeting.

  1. Click on New Teams Meeting
    Top 10 Outlook 365 Calendar Tips & Tricks
  2. Provide a Title
    Top 10 Outlook 365 Calendar Tips & Tricks
  3. Add Attendee’s email address
    Top 10 Outlook 365 Calendar Tips & Tricks
  4. Select Meeting’s date and time
    Top 10 Outlook 365 Calendar Tips & Tricks

You can see that the link is already present here that can be used to quickly join the meeting.

Top 10 Outlook 365 Calendar Tips & Tricks

 

4. Online Outlook Calendar for Sports, Shows, and More

You can keep track of your favorite sports team, or get reminders for the upcoming episode of your favorite TV show using the online version of Outlook Calendar. Follow the steps below to access these features –

  1. Open Outlook in your web browser
    Top 10 Outlook 365 Calendar Tips & Tricks
  2. Click on the Calendar icon
    Top 10 Outlook 365 Calendar Tips & Tricks
  3. Click on Add Calendar
    Top 10 Outlook 365 Calendar Tips & Tricks
  4. Select Sports
    Top 10 Outlook 365 Calendar Tips & Tricks
  5. Choose a local team or sports league that you want to add to your calendar

Top 10 Outlook 365 Calendar Tips & Tricks

Similarly, you can select a TV show and then use filter to select time zone > channel and then show.

Top 10 Outlook 365 Calendar Tips & Tricks

You can also add major international holidays and dates to your calendar

Top 10 Outlook 365 Calendar Tips & Tricks

 

5. Merging and Color Coding

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You can assign colors to different calendars on your Outlook account so that you can easily identify them. To color code, the calendars follow the steps below –

  1. Click on Calendar
    Top 10 Outlook 365 Calendar Tips & Tricks
  2. Go to View
    Top 10 Outlook 365 Calendar Tips & Tricks
  3. Click on three dots > Select Color – Blue
    Top 10 Outlook 365 Calendar Tips & TricksThis will assign a blue color to your personal calendar.
  4. You can do the same with the calendar – United States Holidays and assign it a color – yellow.
    Top 10 Outlook 365 Calendar Tips & Tricks
  5. Check both calendars
    This will display both calendars side by side.
    Top 10 Outlook 365 Calendar Tips & Tricks
  6. Right click and select Overlay
    Top 10 Outlook 365 Calendar Tips & Tricks
  7. A merged calendar will appear
    The different colors will help you identify the two calendars effortlessly.
    Top 10 Outlook 365 Calendar Tips & Tricks

 

6. Email Your Outlook Calendar

This is an email tip where you can send a specific date range of your calendar to anyone. This will give them an idea of the time slots when you are available and they can schedule appointments accordingly.

Follow the steps below to share your calendar via email –

  1. Click on the Mail icon
    Top 10 Outlook 365 Calendar Tips & Tricks
  2. Select New Email
    Top 10 Outlook 365 Calendar Tips & Tricks
  3. Go to the body of the email and select Insert
    Top 10 Outlook 365 Calendar Tips & Tricks
  4. Click on three dots > Calendar
    Top 10 Outlook 365 Calendar Tips & Tricks
  5. In the dialog box, select a date range – today or next 7 days
    Top 10 Outlook 365 Calendar Tips & Tricks
  6. Click OK
    Top 10 Outlook 365 Calendar Tips & Tricks

Your calendar has been inserted in the body of the email and you can easily share it with your colleagues.

Top 10 Outlook 365 Calendar Tips & Tricks

 

7. Shorter Outlook Meetings

This tip can be used to add a few minutes between two meetings as a buffer time. This will prevent you from scheduling back-to-back meetings in a day. Follow the steps below to achieve this –

  • Click on New Appointment
    Top 10 Outlook 365 Calendar Tips & Tricks
  • Here, you will see that a meeting duration is 30 minutes by default.
    Top 10 Outlook 365 Calendar Tips & Tricks
  • Now, go to File > Options
    Top 10 Outlook 365 Calendar Tips & Tricks
  •  In the Outlook Options window, click on Calendar
    Top 10 Outlook 365 Calendar Tips & Tricks
  • You will see that the duration is set to 30 minutes
    Top 10 Outlook 365 Calendar Tips & Tricks
  • Check Shorten appointments and meetings and select Start Late or End Early
    Top 10 Outlook 365 Calendar Tips & Tricks
  • Go to New Appointment
    Top 10 Outlook 365 Calendar Tips & Tricks
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This time you will see that the duration is only 25 minutes. This will give you 5 minutes of downtime between two meetings.

Top 10 Outlook 365 Calendar Tips & Tricks

 

8. Showing the To-Do Bar

You can get a quick overview of your calendar while you are using email in your Outlook account. You will be able to view your to-do list for a range of dates. To view the To-Do bar for the calendar

  • Go to View > Layout > To-Do Bar > Calendar
    Top 10 Outlook 365 Calendar Tips & Tricks

This will display the calendar on the right side of the screen and you can. select different dates to view the events scheduled on those dates.

Top 10 Outlook 365 Calendar Tips & Tricks

 

9. Add Another Calendar

You can add calendars from various sources and display them in your Outlook account.

  • Right-click on the calendar and select Add Calendar
    Top 10 Outlook 365 Calendar Tips & Tricks
  • You can select one of the following options:
    • From Address Book
    • From Room List – It can be used to view which rooms are available for your meeting
    • From Internet
    • Open Shared Calendar – Add a calendar shared with  you by someone else
      Top 10 Outlook 365 Calendar Tips & Tricks

 

10. Create an Event From an Outlook Email

You might have emails in your inbox and does not require immediate action.We can turn them into an event in order to save them from being unattended.

  • Open the email
  • Selecting the 3 dots on the email and clicking on Meeting5 Secret Tips to Remove Too Many Emails in Microsoft Outlook
  • We can assign the date and time to this event and hit the “send” button in order to save this event in our calendar.
    5 Secret Tips to Remove Too Many Emails in Microsoft Outlook
  • The event will then show up on your calendar.5 Secret Tips to Remove Too Many Emails in Microsoft Outlook
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This way you can simply convert an email into an event that requires work in the future.

 

Hopefully, this article has helped you become more efficient at using Microsoft Outlook Calendar. We will cover tips from sharing calendars to seeing others’ availability when scheduling a meeting to setting up a Teams meeting, as well as color coding, merging, setting shorter meetings, the To-Do bar, and MORE!

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Top 10 Outlook 365 Calendar Tips & Tricks | MyExcelOnline Top 10 Outlook 365 Calendar Tips & Tricks | MyExcelOnline
Founder & Chief Inspirational Officer at MyExcelOnline.com

John Michaloudis is a former accountant and finance analyst at General Electric, a Microsoft MVP since 2020, an Amazon #1 bestselling author of 4 Microsoft Excel books and teacher of Microsoft Excel & Office over at his flagship Academy Online Course.

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