Outlook - 7 Calendar Tips Every User Should Know

Posted on:  09/07/2021
Outlook - 7 Calendar Tips Every User Should Know

We spend a lot of time in our Outlook calendar. With these calendar tips and tricks, you'll learn how to use your calendar efficiently.  I'll demonstrate to you how I use my Outlook desktop calendar to be more productive.

Multiple Time Zones in Outlook

Multiple Time Zones in Outlook

YouTube Video

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Tip 1 - Ctrl keys to quickly access navigation icons

 

Keyboard shortcut Action
CTRL + 1 Email
CTRL + 2 Calendar
CTRL + 3 People / Contacts
CTRL + 4 Task

 

CTRL keys in Outlook to use Navigation icons

CTRL keys in Outlook to access Navigation icons

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Tip 2 - See multiple months

You can resize the folder pane to view multiple months. You can move if left and right and up and down.

View multiple months in Outlook calendar

View multiple months in Outlook calendar

Tip 3 - Calendar Views

1:03 in the video

The following views allow you to see times zones:

  • Day
  • Work Week
  • Week

To get back to Today, click wither Today or use the keyboard shortcut Ctrl + T.

Calendar views in Outlook

Calendar views in Outlook

Tip 4 - Add Time Zones

In Day, Work Week, and Week view you can show 1 to 3 times zones.

Steps to show time zones:

  1. Go to File, and click Options.
  2. Click Calendar.
  3. In the Time Zones section, add the time zones you want to view
  4. Click OK.
Add Time Zones in Outlook calendar

Add Time Zones in Outlook calendar

Tip 5 - End Meetings Early

Back-to-back meetings are tough. It is impossible to go from one meeting to the next, yet we keep scheduling back-to-back meetings. Outlook has a great feature so that you can end meetings early.

Options for meetings less than one hour, you can end early:

  • 5 minutes
  • 8 minutes
  • 10 minutes

Options for meetings one hour or longer, you can end early:

  • 5 minutes
  • 10 minutes
  • 15 minutes
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Outlook End Meetings Early

Outlook End Meetings Early

Tip 6 - Ctrl to select individual dates

You can select individual dates to show in your calendar by using the Ctrl key.

Ctrl to select individual dates in Outlook

Ctrl to select individual dates in Outlook

Tip 7 - Send calendar in an email message

If you need to meet with co-workers, use the Scheduling Assistant in Outlook. If you need to meet with many people internally and externally, you may want to use the Find Time poll feature, but if you want to meet with one person outside your company, send them your calendar in an Outlook email.

Steps to send calendar availability

  1. Go to Mail and start a new email.
  2. Click the Insert tab.
  3. Click Calendar in the Include group.
  4. Select the date range and the detail or availability to show.
  5. Click OK.
  6. Send the email.
Send calendar availability in an email message

Send calendar availability in an email message

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Chris Menard

Chris Menard is a Senior Training Specialist at SurePoint Technologies. Chris is certified in Excel, Word, PowerPoint, and Outlook. Menard has a YouTube channel with other 600 technology videos covering Excel, Word, Zoom, Teams, Outlook, Gmail, Google Calendar, and other resources that over 7 million viewers have very appreciated. Because of Chris's certification and expertise with Microsoft, Chris is a proud member of Microsoft's Creator Team. Being a member of Microsoft's Creator Teams means many of his videos are available on Microsoft 365 YouTube channel and Microsoft support websites.

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