Managing Your Calendars

Understand how to use your Outlook calendar, including Outlook calendar permissions, to better manage your time.

Doing more with calendars

Once you're familiar with the basics of Calendar view, you can start taking advantage of its most helpful features with these additional tips.

To apply categories to appointments:

If you schedule a lot of different appointments, you can keep them organized by applying categories, just like email messages. If you've already customized categories to manage email messages (see Lesson 3), you'll be able to apply those same categories to your appointments.

To create multiple-day appointments:

If you have an appointment that will span multiple days, such as a vacation or conference, you can schedule the appointment to extend across multiple days on your calendar.

  1. When creating the appointment, set the Start and End time for the full length of the appointment.

    Screenshot of Microsoft Outlook 2010Creating a multiday appointment
  2. The appointment will appear on your calendar across multiple days.
Screenshot of Microsoft Outlook 2010A single appointment spanning multiple days

To create appointment reminders:

You can create reminders for your most important appointments, which can be especially helpful if you keep a busy schedule. For example, you might schedule a reminder for an important lunch date that would appear 30 minutes before the appointment.

    1. To create a reminder, simply set a reminder time on the Ribbon when creating a new appointment.

      Screenshot of Microsoft Outlook 2010Setting an appointment reminder
    2. The reminder will appear in a pop-up dialog box at the scheduled time.

      Screenshot of Microsoft Outlook 2010The scheduled reminder

To print calendars:

If you need to reference your schedule on the go, it's easy to print your calendars.

    1. Click the File tab on the Ribbon.

      Screenshot of Microsoft Outlook 2010Clicking the File tab
    2. Backstage view will appear. Locate and select Print.

      Screenshot of Microsoft Outlook 2010Clicking Print in Backstage view
    3. The Print pane will appear. Choose your desired layout, including daily, weekly, and monthly summaries of your appointments and meetings, then click Print.

      Screenshot of Microsoft Outlook 2010Printing calendars