Outlook remains the standard email and calendar platform for millions of businesses. But as common as the Microsoft calendar may seem, it’s also packed with a surprising number of hidden features that help you manage your time more effectively.
Over the next few weeks, we’ll be sharing over 70 tricks to help Outlook users — and, specifically, Office 365 users — navigate their calendars like experts.
Whether you need to better manage client meetings across the globe or simply eliminate back-and-forth with colleagues in the office, here’s how to get it all done in Office 365.
In this chapter:
Getting started: tips for beginners
Scheduling easily with others
Visuals are powerful mood influencers, so use this feature to your advantage. Add a theme to your account that keeps you motivated, focused or calm.
You’ve got a lot of plates to keep spinning, so creating a different calendar for each area of life (day job, side project, personal goals, etc) can help you understand which areas you’re spending the most time on, and how they intersect with each other.
For example, you might assign personal appointments to your green calendar, and all work events to your blue calendar.
You may not need to see all 7 days of the week if you work a Monday-to-Friday schedule. In Settings > Calendar Appearance, you can set which days of the week to show to remove visual clutter.
If you work nontraditional hours, you can customize the start day of your week to make your calendar more relevant to your schedule.
Navigate to Settings > Set Your Working Hours to change the time blocks shown on your calendar.
IFTTT lets you connect your apps (like Office 365) with your physical devices using “if this, then that” statements. For example, "If an event on my calendar is about to start, then send me a notification."
Sometimes you need to be able to switch back and forth quickly between your inbox and calendar apps. In your Outlook desktop app, these shortcut keys can help with that:
Ctrl + 1 (Command + 1 on Mac):
takes you to Mail
Ctrl + 2 (Command + 2 on Mac):
takes you to Calendar
If you typically use Outlook on your desktop but need to easily access your account from a browser (e.g., when you’re on a different computer), here’s how to find your account’s web address:
(If your company does have Outlook on the web, your web address will appear here.)
Click the link to open it in a browser window.
Bookmark the link to easily return to it in the future.
In your phone settings, add a new email account. Select to add an Outlook or Exchange account, then enter your information to sync your Outlook calendar, contacts and email.
This Office guide covers the specifics of Android, Apple and Windows phones.
If you’ve created a calendar for a specific project that includes multiple people, you can grant everyone access in a few clicks.
Right-click the name of the calendar, then select Sharing Permissions. From there, you’ll be able to enter the email addresses of everyone who needs access.
Let’s say you’ll be out of the office for a while, or need to spend the next few weeks on extremely focused, heads-down work. While you’re gone, you can temporarily let someone else manage your calendar and email for you.
You’ll only be able to set this up from your Outlook desktop app
Your delegate must be using the same version of Outlook as you
The items you want them to access must be stored on an Exchange server
On the Tools menu, click Accounts.
Click the account that you want to add a delegate to, choose Advanced, and then select Delegates.
From there, you’ll be able to add delegates and set their permission levels.
If a colleague has made you a delegate of their account, this Office guide will help you manage their mail and calendar items.
From your Calendar view, select New > Calendar Event. From there, you’ll be able to set the details of your meeting and invite all team members to join by email.
Some email threads would be better off deleted in favor of a real meeting. To eliminate the back-and-forth and get everyone together on the calendar, you can respond to the thread with a meeting request.
This will invite everyone on the To line as Required Attendees, and everyone on the CC line as Optional Attendees.
From your inbox, select the dropdown arrow next to Reply. Choose Reply All By Meeting.
If you write a to-do list in OneNote, you can easily convert it to a series of tasks with deadlines and reminders on your calendar.
To remove the “when are you free?” back-and-forth, sign up for Calendly and add your Calendly link to your email signature.
You can set availability preferences within Calendly to ensure meetings only happen on your time, and keep all details of your existing appointments private.
Plus, every new meeting scheduled through Calendly is added to your Calendar automatically — no need to type it in yourself or generate an invite to others.
Even if you don’t have your Calendar or Inbox open, you can create new appointments from your desktop in a few clicks with the New Items dropdown on the Home tab.
If you regularly perform a series of actions (like inviting a specific group of people to a meeting), you can create a Quick Step shortcut to automate some of the work.
In Mail, on the Home tab, in the Quick Steps group, click the Create New Quick Step.
Click an action type from the list or click Custom.
In the Name box, type a name for the new Quick Step.
Click the icon button next to the Name box, click an icon, and then click OK.
Under Actions, choose an action that you want the Quick Step to do. Click Add Action for any additional actions.
To create a keyboard shortcut, in the Shortcut key box, click the keyboard shortcut that you want to assign.
When you’re traveling or scheduling with colleagues in different timezones, keeping everyone’s timezones straight can get frustrating fast. This trick makes it easier for others to remember which timezone you’re in by displaying your local time on email timestamps and calendar events.
From the Settings menu, select “Calendar” under Your App Settings
From the menu bar on the lefthand side of your screen, select General > Region and Timezone
Do you repeatedly schedule with a colleague in a different timezone? Here’s how to easily keep track of their local time:
Click File > Options
On the Calendar tab, under Time Zones, check Show A Second Time Zone
In the Label box, type a name for the second time zone
In the Time Zone list, click the time zone that you want to add
Note: you’ll only be able to set this up from your Outlook desktop app.
When someone views your Calendly link, they…
See your availability in their time zone automatically
Only see times you’ve chosen to be available
Can select the time that fits their schedule, without having to go back and forth with you
If you spend your workday in Outlook but your personal time in Google Calendar, CompanionLink works as a bridge, syncing updates across both platforms. While a one-time purchase or monthly subscription are required, signup includes a 14-day free trial.
Another syncing option: with Office 365, you can use Zapier’s Google Calendar + Office 365 integrations to automatically add new events to both calendars.
Whenever a new event is added to Office 365, Zapier can copy it over to Google Calendar — or vise versa. It can then send Office 365 emails about events, or update existing events in Google Calendar. Get started here.
While you're maximizing your calendar's capabilities, you may want to see if it integrates with some of these other productivity apps. You could save even more time!
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An app is a great way to make that system streamlined and convenient to use.
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