9. Managing Multiple Calendars

 
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Overview

Learn how to manage multiple calendars in the view and how to share calendars with other Outlook users.

Summary

Lesson Goal

Understand how to view and manage multiple calendars.

Viewing multiple calendars

On the bottom part of the folder pane, we can see a list of calendars we have available to us. At the very least we will be able to see one calendar for each account linked to Outlook. Beyond that we might also have a view of other people’s calendars. Usually we can view, but not edit these.

Beside each calendar we have a checkbox which shows or hides the calendar from the main calendar pane. By default, multiple calendars will appear side by side and distinguished by separate color schemes. If we click the arrow icon on calendars to the right of the pane, we’ll be able to collapse all calendars into one view. The owner of different events, appointments and calendars will be easily distinguished by their color and overlapping ones will appear side by side.

Sharing calendars

As stated above, you can have calendars in your folder group that belong to other users. To make these available, you have to request that another person share their calendar with you.

To do this, click the Add Calendar dropdown and select Open Shared Calendar. In the small window you can either type and email address or click the Name button to open the contacts list. When you click OK you may be told that you need to ask for permission. This may not occur when requesting a calendar from a colleague using the same domain in their email address.

This will open a sharing request window similar to a new email window. Below the subject, we have two checkboxes. The first is automatically checked as it enables us to ask for permission to view the recipient’s calendar.

The second allows us to reciprocate by sharing our calendar. If we check this box, the dropbox below will allow us to set one of three visibility options.

The first limits the recipient’s view to the most basic information about our calendar. They will be able to see when we’ve scheduled our events, appointments and meetings, as well as the associated availability, but they won’t have access to the title or any other details.

Limited details expands on this by revealing the titles of our calendar objects and full details reveals everything.

Finally, we can add a note explaining why we’d like to ask for permission.

Transcript

In this lesson, we'll learn how to view and manage multiple calendars.

If we look at the folder pane, we can see that only the calendar associated with my business account has been selected.

The calendar for my personal account is unchecked.

This means that all the events, appointments and meetings that I currently see in the calendar pane are only associated with my business account.

Let's see what happens when I enable my personal account.

The calendar pane now has changed to fit two calendars side by side.

My business calendar keeps the blue color scheme, while my personal calendar uses a green color scheme.

We can choose to keep both calendars side by side, or we can overlay them on top of each other.

To do this, we'll click the arrow icon on the calendar to the right.

This reverts to a single calendar view.

We can select which calendar we'd like to prioritize by selecting one of the tabs above.

Regardless of which tab we choose, appointments from both calendars will appear below.

When we select a calendar, the events from the unselected calendars are slightly faded.

To hide a calendar, we can click the x in that calendar's tab.

This has the same effect as unchecking it below.

Right now, I can only see the calendars from my own accounts but we can actually view other people's calendars.

We won't have the same degree of control that we have over our own calendars, but we'll be able to see their availability. For example, I'll be working closely with my colleague Tony over the next month, and it'll be useful for me to see his availability.

To do this, we'll select the Add Calendar dropdown command and select Open Shared Calendar.

We'll click the Name button.

And select the appropriate contact.

We'll click OK to add the calendar.

We can now see that Tony's calendar has been added to the calendar pane.

I can see his events, however I cannot edit them.

To remove his calendar from the view, I'll scroll down in the folder pane and uncheck the box next to his name under Shared Calendars.

Let's stop the lesson here. In the next lesson, we'll move on to managing tasks in Outlook.

Managing Contacts, Calendars, and Tasks

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