Tips to manage your Outlook Calendar

Nowadays, working with Outlook is part of most people’s everyday life. It became an essential tool for communicating and organizing the professional as well as the personal lives of many. If you are using it on a daily basis, the integrated calendar function of Outlook can be very helpful. It can provide you with a better overview of upcoming events, remind you of important meetings, and you can even make use of the shared group calendar function.

To help you use all the given potential of the Outlook calendar function to organize your work and personal life, this article provides you with the best tips to manage your Outlook calendar. If you follow our tips, you will soon master the functions of your Outlook calendar and Outlook will be a great relief in the organization of your everyday life.


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The most important functions of the Outlook calendar

  • By default, the month view is set in your calendar. In the menu ribbon, you can choose between a day, work week, week, month or planning view, depending on your needs. You can also switch to the “View” ribbon in order to be able to choose from the whole range of different view settings:
  • In addition to the different views, you can assign different colours to your individual calendars here.
  • Alternatively, you can set where your “Daily To-Do List”, your folder, reading and person areas, as well as the To-Do Bar are displayed.
  • Your current reminders are displayed in the reminder window and can be extended if necessary if, for example, they have expired or you cannot keep the appointment.
  • Another function of the Outlook calendar is the time scale. This lets you set the area in which your calendar shows appointments.

How to create appointments in your Outlook calendar

An important function of your Outlook calendar is the creation of an appointment. Entering an appointment in your Outlook calendar is very easy. To do so you can double-click anywhere on your calendar. At best, choose the day on which you want to set the appointment as this date will be adopted. However, you can also change the date afterwards.


The easiest way to navigate to the desired day is to use the calendar overview on the left; a click on a day opens your calendar view on that exact date. Instead of double-clicking, it is also possible to right-click and a drop-down menu will open, giving you the option of creating a new appointment in the calendar.


Each new appointment opens a new window that offers you different editing options. In the subject line, you should define a name as precisely as possible for the appointment. Optionally, you can select a location where the appointment should take place. Under “Start” and “End” you can enter the respective start and end date as well as the respective start and end time of the appointment. You also have the option of setting the date as an “all-day event”.


You have diverse setting options, such as inviting participants to the appointments via email, receiving a reminder message before the appointment, selecting an individual colour coding, and changing the availability setting whether you are “busy”, “absent”, or “free”. Additionally, you can learn in this article how to create a group calendar in Outlook. Since Outlook 2016, it is also possible to organize a Skype meeting as an appointment.

The best way to master the functions of your Outlook calendar as quickly as possible is to practice consistency. Take your time to try out the possibilities of the program. You will become an expert in using the Outlook calendar in no time. If you have any questions in the meanwhile, I’m happy to help you in the comment section.


Good luck,

Aline & the Lookeen team

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