Customizable calendar

How to Show Only All-Day Events in a Microsoft Outlook Calendar

When there’s too much going on in a Microsoft Outlook calendar, apply this custom view to cut out some of the noise.

Image: Sashkin/Adobe Stock

By default, Microsoft Outlook calendars display all events. Most of the time this is what you want, but sometimes you want to customize the view. For example, in the monthly calendar view, there is no way to distinguish between all-day events and those that only last a few hours. Therefore, when trying to schedule new events, you won’t know if an existing event is all day if it’s the only one scheduled that day. Fortunately, creating a custom view can help.

In this tutorial, I will show you how to create two custom calendar views in Microsoft Outlook. The first only displays events for an entire day. When planning, you can immediately see that the whole day is full. I’ll also show you a view that shows events that don’t last all day. It won’t be as useful when planning, but you might find it useful.

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I’m using Microsoft 365 on a 64-bit Windows 10 system, but you can use older versions. Currently, you can’t create custom views in Mail.

How to show only all day events in Outlook

By default, Outlook calendars display all events and appointments. If you only want to see an entire day’s events, you need to create a new view and apply it. Luckily, the process is simple, but it’s not intuitive, as there’s no field available all day in most places you’ll search.

If you want to track, you will need all-day events, even if they are fake events. If necessary, create a few before continuing. Likewise, if you want to filter out all-day events, make sure you have a few shorter ones.

To create a view that shows only all-day events in an Outlook calendar, follow these steps:

  1. Open Outlook’s Calendar window, and if you have multiple calendars, select the one you want to filter.
  2. Click the View tab, then click Change View in the Current View group.
  3. From the resulting drop-down list, choose Manage Views so that you can create a custom view. In the resulting dialog, you will see a list of existing views.
  4. Click New and give the new view a name, such as All Day Events.
  5. Choose Day/Week/Month from the View Type list.
  6. All calendar folders is the default Can be used on setting, so leave it as is. (Figure A).
  7. Click OK, then click Filter in the resulting dialog box.
  8. In the next dialog box, click the Advanced tab.
  9. From the Field drop-down list, choose All Appointment Fields, then choose All Day Event from the resulting submenu (Figure B). This is one of the few places where you will find this field offered to customize views.
  10. The default condition is equal to, so do not change this setting.
  11. Choose Yes from the Value drop-down list (Figure C).
  12. Click OK and then Yes to confirm.
  13. Click OK twice to return to the calendar.

Figure A

Name the new view.

Figure B

Select the All Day Event field.

Figure C

Set view filter conditions

Nothing happens until you apply the custom view. To do this, click Change View in the Current View group. In the drop-down list, click the new view displayed in Figure D. The drop-down list shades the current view. When you click another view, Outlook shades them both.

Figure D

Apply the new view.

Figure E

The calendar displays a single event throughout the day.

Figure E displays the resulting calendar. As you can see, there is only one one-day event in July. You can apply this view to all calendars. If you are displaying multiple calendars, you will need to add the view to each one individually.

To display no events throughout the day, create a second view.

How to filter all day events in Outlook

You can create a second view to delete events for an entire day. Follow the instructions in the previous section, except for the following:

  • In step 4, name the new view No All-day Events.
  • In step 11, choose No.

By changing a parameter – Value in step 11 – the view filters all day’s events from the calendar view. You can apply either of the custom views as needed. Apply it as needed, then reapply the view you normally use the most.