Intro to Outlook 2007: Working With Multiple Calendars

Keeping track of the many sides of your life is a lot easier when Outlook lets you maintain multiple Calendars. And the ability to display those Calendars in different ways depending on the needs of the moment makes great sense. So let’s take a look at exactly how to work with all your Calendars.

The Basics of Working With Calendars

By default, Outlook displays multiple Calendars side-by-side. That means all you need to do is select the Calendars you want to view in My Calendars. Each Calendar appears with a different color trim to make it easier for you to tell them apart. Your main, or primary Calendar always appears on the left side. The other Calendars (your secondary Calendars), are to the right of the primary one.

To view Calendars overlaid, you begin by selecting the Calendars you want to see in My Calendars. They will automatically start out side-by-side. You tell Outlook to overlay a secondary Calendar on the primary Calendar by clicking the left arrow next to the secondary Calendar’s name. This tells Outlook to overlay the secondary Calendar on the primary one. The primary Calendar is always the one that others get overlaid on, but beyond that, you have complete freedom to mix and match overlaid and side-by-side Calendars. If you click the right arrow next to the name of a secondary Calendar, that Calendar goes back to side-by-side. Clicking the right arrow beside the name of the primary Calendar causes all the overlaid Calendars to go back to side-by-side mode.

Modifying Calendar Options

While the default Calendar options generally work well, there are a few options you might want to adjust to adapt Outlook for your company’s workweek or your personal schedule and habits. For example, I often start writing at 4:30 or 5:00 in the morning. On the other hand, I have some night owl friends who don’t start working until 10:00 AM or later. The Calendar can be adjusted to match these personal differences as well as many other individual schedule variations. Follow these steps to see the options:

  1. In the main Outlook window, click Tools > Options. The Options dialog box appears.
  2. On the Preferences tabbed page of the Options dialog box, in the Calendar section, click Calendar Options. The Calendar Options dialog box appears
  3. Find the Calendar Work Week section of the Calendar Options dialog box. Specify your work week by checking the days you work. Set the First Day Of Week, First Week Of Year, Start Time, and End Time options if these are relevant to your personal situation.
  4. Click OK when you’re done setting these options.

At this point, you have everything you need to get your life more organized through the use of Outlook’s multiple Calendars.

Note: To see a collection of tips and tricks for working with Calendars, click here.

Working with multiple Calendars is just one of the things covered in the sixth lesson of the 6-week online course, Introduction to Outlook 2007. There we talk about how to work with multiple Calendars, along with all other major aspects of using Calendars in Outlook. If strengthening your skills with Microsoft Outlook 2007 makes sense to you in these uncertain economic times, I strongly suggest you visit http://IntroToOutlook2007.info to learn more about the course.


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