Microsoft offers a customizable calendar as part of its Microsoft 365 suite of apps. Calendar includes features like alerts, notifications, sharing, and syncing with other programs. The fastest way to better organize work and social calendars is to use your Outlook email, where the Office digital calendar is.
The Office Calendar offers many features, many of which lesser known features, to help you get the most out of your planning. Here are some simple but useful tips for using your Office calendar.
Create multiple calendars
If you’re juggling work, friends and family, sometimes it’s best to separate professional and personal schedules in your desktop calendar. The app lets you create separate calendars for personal and business use. Then you can then display them side by side or together to coordinate your schedules. For example, you might want to separate your work schedule from that of the Little League team you coach. But later you can watch them together to plan your week.
It’s easy to create calendars in the Office Calendar app. In the “Home” tab of the application, click on the “Add calendar” tab in the ribbon at the top of the page. Then, in the drop-down list, choose “create a new blank calendar”. You can give the calendar a name in the “Create a new folder” dialog box, then click “OK”. The calendar will appear in the “my calendars” section on the left side of the app.
View multiple calendars at once
After creating multiple calendars for work, play, and family, you have options in your Office calendar for how you view them. The app allows side-by-side view and mixed view which merges calendars in one place. This shows all activity on all calendars.
Here’s how to view multiple calendars:
First, find the “my calendars” section on the left side of the calendar. Then you can check the boxes next to your calendars to show the ones you want to see. You can click on a calendar or on all the ones you want to see at the same time by checking the boxes. Once verified, your calendars will first appear side by side. This is the default view, but you can right-click and select “overlay”. This will merge the appearance of multiple calendars into a single space that you can view.
The application color codes the different calendars, allowing you to differentiate the events of each calendar. Additionally, you can remove the calendar overlay by right-clicking again and choosing “overlay” a second time to return to the default view.
Share your calendar
Another key feature of Office Calendar is the ability to share calendars with others. You can choose to allow others to view your calendar or edit your calendar. Here’s how to use the sharing feature.
First, from the Office Calendar app on your desktop, select the “Share Calendar” option located in the ribbon on the “Home” tab. Then, from the drop-down menu, select the calendar you want to share. Next, find the “calendar properties” dialog box and click “add”. This lets you search for contacts you want to share your calendar with and add them. This is where you can choose the permissions you want to give to contacts when sharing your calendar. For example, you can choose “can see when I’m busy” to view the meeting or event without revealing any details. Other options include “can view all details” or “can edit”.
Once you have chosen the permissions, click “Ok” to share the calendar with the contact. To share calendars using web-based Outlook, start by clicking “share” at the top right of the web page. Then enter the email address of the contact to whom you want to send the calendar. Then, in the drop-down menu, you can select the permission you want to grant to your contact, then click on “share”.
Personalize your calendar
You can make your Office calendar unique with the various features offered. For example, you can select how your calendar is displayed. Options include viewing by work week, with different working hours displayed, or by month. You can even give the calendar its own color.
Here are some easy-to-use options to give your calendar a personal touch:
Use calendar settings in the Outlook desktop app. Click on “file”, then, in the menu, choose “options”. Click “calendar” in the left panel of the “Outlook Options” dialog menu, click “calendar” in the left panel. Once you have made the changes to the options you selected, click “OK”.
Sync other calendars with Office Calendar
Another feature of Office Calendar is the ability to link to other calendars so that when changes are made in one, they appear in all of them. For example, when you link your Google Calendar to Outlook, changes made to Google Calendar will be updated to your Outlook Calendar. The reverse is also true. Changes made to Outlook will appear in Google Calendar. All you have to do is subscribe to the Google Calendar in your Outlook app. This will ensure that both calendars stay up to date. This real-time update will not occur if you only import your Google calendar into Outlook. In this case, the calendars are static and do not update with changes.
Here’s how you can sync your calendars by subscribing to Google Calendar in the Outlook desktop app. First, open Google Calendar. Find the three dots in the left-right pane of your timeline. Click on it, then choose “Settings and sharing”. In this menu, select “integrate calendar” and search for “secret address in iCal format”. On the right side of “secret address in iCal format”, click “copy” and then click “OK” in the pop-up message.
Then go to your Outlook calendar on your desktop. Click “Add Calendar” at the top of the “Home” tab. From the drop-down menu, select “from the Internet”. Paste the link you copied from Google Calendar into the box and click “OK”. In the “Subscription Options” box, you can name your calendar, then click “OK.”
Sync your iOS calendar
You can also add your calendar from your iPhone or iPad to your Office calendar. Your Office calendar will be updated with the changes you make to your calendar on iPhone or iPad. But when you make changes to your Outlook calendar, they don’t show up on Apple devices. It’s not the same as syncing with Google, but it keeps the Office calendar up to date.
Here’s how to take advantage of this feature:
First, open your iCloud Calendar page on the web. This stores your calendar from Apple devices. Once there, click on the “cast” icon to the right of your calendar in the left pane. Then “calendar sharing” will appear. Click the box next to “public calendar,” then click “copy link” under the URL that appears below the box. Finally, click “OK” to close the pop-up window.
Next, go to your Office calendar on the desktop. Click “Add Calendar” in the “Home” tab of the ribbon. From the drop-down menu, choose “from the Internet”. Paste the URL you copied into the box, then click “OK”. Next, click “yes” to confirm that you want to subscribe to updates made to your iOS calendar. This allows changes made to the iPhone or iPad Calendar to appear in the Office Calendar. However, it will not show Office calendar changes on Apple devices.
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