Outlook user knows how calendars are useful for
scheduling meeting and appointments. But they don’t know there is much more
than that, here are some tips to get more effective result from Outlook
calendars.
Customize
Viewing Options
Outlook provides various options to customize the
display of calendars. Most of them you get from the view option of calendars
and through dialog option of Outlook calendars. Some example:
- You can customize the view of calendar by selecting Customize Current View option from menu, and even add new view option from Define Views menu option. Outlook itself provides many built in options like select view, current view and arrange by etc. In addition to standard view options, choose from several additional views like Events, Active Appointments, Recurring Appointments and more.
- Customize work week and hours, show or hide week number, change background color of calendar and many more by selecting Tools >> Options from the menu, and click on preference tab.
View
Non-Contiguous Days
- Customize Calendar to show non-contiguous days:
- Select Navigation pane by following path View >> Navigation pane from Outlook menu
- In date navigator available at upper left corner, Ctrl+Click to multi dates.
Print
Calendar
- To print calendar showing appointments
- Select File >> Print from Outlook menu.
- Select Print Style (e.g. Daily, Weekly, Monthly) and Print range.
- Tick the Check box Hide Details of Private appointments in you don’t want them to print.
Non-adjacent days also get printed
- View calendar in week or month view
- Use steps shown above to select Non-Contiguous Days you want to print.
- Select File >> Print from Outlook menu
Print Black Calendar
- Outlook can print black calendar, which is useful to schedule project, keep track of time etc.
- Select File >> New >> Folder from Outlook menu
- Enter name for folder select calendar Items in Folder contains list & specify where folder created. Click ok to create new folder.
- Select Go >> Folder list from Outlook menu >> Select created folder.
- Select File >> Print from Outlook menu and follow steps above to print blank calendar.
Export Calendars to Various Formats like Access, Excel etc.
- Outlook also helps you in exporting your calendars data to several formats.
- Open calendar & choose File >> Import and Export
- Choose Export to a File >> Click Next
- Choose File type in which you want to Export calendar
Save Calendar as a Web Page
- Outlook also provides an option to publish your calendar on web page.
- Open calendar >> Choose File >> Save as Web Page
- Enter appropriate duration & enter title for calendar. You can also select background image for your page.
- In File name field, enter file protocol (FTP or HTTP) followed by path to save file. For example: http://localhost/calendar.htm.
Search for Appointments
- Use Find menu or Click Find on Outlook toolbar to search appointments by variety of criteria.
Jump to Date
- To jump to a particular date in Outlook calendar, select Go >> Go to date from Outlook menu or press shortcut key Ctrl+G to open Go to date dialog. Select date you want from calendar to jump there.
- To return back to Today select Go >> Today from Outlook menu or Click Today icon on toolbar
Share your Calendar
If your
Outlook is integrated with Exchange server than you can share your calendar
with any number of users
- Click Share my Calendar on Navigation pane (left pane) of calendars. It open Permission tab of Calendar Properties dialog.
- In Name box >> select Default and select permission level to use by default
- Click Add & use Add Users dialog to select users to share calendar with.
- Users will added with default permission level. Review permission and make modification if necessary.
