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 your work and social calendars is through your Outlook email, where you can find your Office digital calendar.
Office Calendar provides many features, including many lesser-known features, to help you get the most out of your schedule. Here are some simple but useful tips for using Office Calendar.
Create multiple calendars
If you’re juggling work, friends, and family, sometimes it’s best to separate work and personal schedules in Office Calendar. The app allows you to create separate calendars for personal and work use. Then you can display them side by side or together to coordinate your schedules. For example, you may want to keep your work schedule separate from the schedule of the minor league team you coach. But then, you can look at them together to plan your week.
It’s easy to create calendars in the Office Calendar app. From the “home” tab of the app, click the “add calendar” tab on the ribbon at the top of the page. Then, in the dropdown box, choose “create new blank calendar”. You can give the calendar a name in the “create new folder” dialog and 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 you’ve created multiple calendars for work, play, and family, you have options in your Office Calendar to see how you view them. The app allows for a side-by-side view and a combined view that combines the calendars in one place. This shows all activities on all calendars.
Here’s how to view multiple calendars:
First, find the “my calendars” section on the left side of the calendar. You can then check the boxes next to your calendars to see the ones you want to see. You can click on one calendar or as many as you want to see at once by checking the boxes. Once marked, your calendars will first appear side by side. This is the default view, but you can right click and then select “overlay”. This will combine the look and feel of the multiple calendars into one space for you to view.
The application color codes the different calendars, which allows you to differentiate the events of each calendar. Also, you can remove the calendars 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 see your calendar or change 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 on the ribbon under the “home” tab. Then, from the dropdown menu, select the calendar you want to share. Then find the “calendar properties” dialog and click “add”. This allows you to 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 you share your calendar. For example, you can choose “can see when I’m busy” to show the meeting or event without revealing the details. Other options include “can see all details” or “can edit”.
Once you choose 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 you want to send the calendar to. Then, from the dropdown menu, you can select the permission you want to give your contact and then click “share”.
Customize your calendar
You can make your Office Calendar unique with the different features offered. For example, you can select how to display your calendar. Options include viewing by work week, with different work 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 the calendar settings in the Outlook desktop app. Click on “file”, then from the menu choose “options”. Click “calendar” in the left pane of the “Outlook Options” dialog menu, click “calendar” in the left pane. Once you make changes to the options you have 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 to 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 opposite also is true. Changes in Outlook will appear in Google Calendar. All you need to do is make sure you’re signed in to Google Calendar in your Outlook app. This will ensure that both calendars are kept up to date. This real-time update will not happen if you only import your Google Calendar to Outlook. In that case, the calendars are static and do not update with changes.
This is how you can sync your calendars by subscribing to Google Calendar in the Outlook desktop app. First, open Google Calendar. Look for the three dots in the left panel to the right of your calendar. Click on them and then choose “settings and sharing”. From that menu, select “integrate calendar” and search for “secret address in iCal format”. On the right side of “iCal format secret address”, click “copy” and then click “OK” on the pop-up message.
Next, go to your Outlook Calendar on your desktop. Click “add calendar” at the top of the “home” tab. In the drop-down menu, select “from the Internet”. Paste the link you copied from Google Calendar into the box and click “OK”. From the “Subscription Options” box, you can name your calendar and 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 update with any 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. This isn’t the same as syncing with Google, but it does keep your Office Calendar up to date.
Here’s how to take advantage of that feature:
First, open your iCloud calendar page on the web. This stores your calendar from Apple devices. Once there, click on the “broadcast” icon to the right of your calendar in the left panel. Then “share calendar” will appear. Click the box next to “public calendar” and then click “copy link” under the URL that appears below the box. Finally, click “OK” to close the popup box.
Next, go to your Office Calendar on your desktop. Click “add calendar” on the “home” tab of the ribbon. In the drop-down menu, select “from the Internet”. Paste the URL you copied into the box, and then click “OK.” Then 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 Office Calendar. However, it won’t show changes made to Office Calendar on Apple devices.
This article was originally published here.