Outlook Calendar - 15 Best Practices - 2023 | Efficiency 365

Learn how to manage appointments, meetings, time zones and most importantly - TIME.
Use Outlook Calendar to your advantage.
Don't let time manage you. Find time to do your work, share your availability and manage multiple calendars.
Contents
- - - - - - - -
00:00 - Introduction
00:19 - Appointment vs Meeting
00:32 - Calendar views
00:51 - Show week number
01:10 - Show any dates in calendar
02:00 - See more than a month (list view)
03:00 - Status options - Working elsewhere
03:30 - Time slots - 5 min to 1 hour
03:46 - Create meetings / block time
04:30 - Convert mail to meeting
05:25 - Block time to execute Tasks
06:00 - See multiple time zones in calendar
06:48 - Block time in another time zone
07:20 - Managing reminders
08:08 - Teams meetings options
09:19 - Recurring meetings
10:30 - Use Teams instead of recurring meetings
Buy Dr Nitin's latest book
-----------------------------------------
Efficiency Best Practices for Microsoft 365
130 best practices everyone must know
Work Smarter, Grow Faster
s.efficiency365.com/bk
Dr Nitin Paranjape is the pioneer in maximizing work efficiency in a modern work scenario.
Dr Nitin's Office Masterclass
----------------------------------------------
hi.switchy.io/mms
Online Courses by Dr Nitin Paranjape
--------------------------------------------------------------
Pivot Table Advanced - s.efficiency365.com/ptyt
Excel to Power BI - swiy.io/uxlpbi
Learn more from 1000+ blog articles by Dr Nitin Paranjape
Efficiency 365 blog: efficiency365.com/blog
LinkedIn : / nitinparanjape
Twitter : / drnitinp
Production
--------------------
Music and Effects: elements.envato.com/
Created using Adobe Premiere: www.adobe.com/in/creativeclou...
AI based captions: videoindexer.ai (Microsoft service)

[@jezlawrence720]

6 mins: to see ten slots per hour. This could be helpful if your org is super tight on time recording via a different system, particularly if it's a system where you have to decimalise your time before you enter. Niche, but I can see it.

[@efficiency365]

That's perfect. It simplified hourly billing. Part billing.. Just divide by 10.

[@microsoftsarker]

Useful tips! Thanks!!

[@efficiency365]

Thanks Microsoft Sarker. Check out my other best practices videos as well. Efficient Tasks Management - kzbin.info/www/bejne/rH2poYqMm7qZh5o Microsoft Teams - 15 Best Practices - kzbin.info/www/bejne/jWm4l6uVr9N-rqs Smart and Effective Email - 5 powerful ways - kzbin.info/www/bejne/bH-od4aDpq2ah6c Outlook Calendar Best Practices : Part 1 - kzbin.info/www/bejne/favWgqGbmM90h9E and Part 2 - kzbin.info/www/bejne/ppLHfHturthoedU OneNote - Best Practices - kzbin.info/www/bejne/o16XcoxnmLKcbtU Microsoft 365 Best Practices - kzbin.info/www/bejne/oYemkIyZgZqCmLc Word Tables Best Practices - The ultimate guide - kzbin.info/www/bejne/q5audHuug7qCoaM Cheers. Doc.

[@dhineshnatarajan5008]

Thanks!

[@efficiency365]

Thanks Dhinesh Natarajan. Appreciate your support. Check out my other best practices videos as well. Efficient Tasks Management - kzbin.info/www/bejne/rH2poYqMm7qZh5o Microsoft Teams - 15 Best Practices - kzbin.info/www/bejne/jWm4l6uVr9N-rqs Smart and Effective Email - 5 powerful ways - kzbin.info/www/bejne/bH-od4aDpq2ah6c Outlook Calendar Best Practices : Part 2 - kzbin.info/www/bejne/ppLHfHturthoedU OneNote - Best Practices - kzbin.info/www/bejne/o16XcoxnmLKcbtU Microsoft 365 Best Practices - kzbin.info/www/bejne/oYemkIyZgZqCmLc Word Tables Best Practices - The ultimate guide - kzbin.info/www/bejne/q5audHuug7qCoaM Cheers. Doc.

[@pendoring282]

Extremely useful tips. Thank you.😊

[@efficiency365]

Thanks @pendoring282. Check out my other best practices videos as well. Efficient Tasks Management - kzbin.info/www/bejne/rH2poYqMm7qZh5o Microsoft Teams - 15 Best Practices - kzbin.info/www/bejne/jWm4l6uVr9N-rqs OneDrive Best Practices kzbin.info/www/bejne/emi9o5mmnbxnrNE Smart and Effective Email - 5 powerful ways - kzbin.info/www/bejne/bH-od4aDpq2ah6c Outlook Calendar Best Practices : Part 1 - kzbin.info/www/bejne/favWgqGbmM90h9E and Part 2 - kzbin.info/www/bejne/ppLHfHturthoedU OneNote - Best Practices - kzbin.info/www/bejne/o16XcoxnmLKcbtU Microsoft 365 Best Practices - kzbin.info/www/bejne/oYemkIyZgZqCmLc Word Tables Best Practices - The ultimate guide - kzbin.info/www/bejne/q5audHuug7qCoaM Cheers. Doc.

[@moizrashid6373]

Much obliged Sir!

[@efficiency365]

Thanks @moizrashid6373 Check out my other best practices videos as well. Efficient Tasks Management - kzbin.info/www/bejne/rH2poYqMm7qZh5o Task Apps Comparison: kzbin.info/www/bejne/jJq6e3ywgrWEkMk Microsoft Teams Meetings - 16 Best Practices - kzbin.info/www/bejne/omSlp6RjfpWbr5Y Microsoft Teams - 15 Best Practices - kzbin.info/www/bejne/jWm4l6uVr9N-rqs OneDrive Best Practices Part 1 - kzbin.info/www/bejne/emi9o5mmnbxnrNE Part 2 - kzbin.info/www/bejne/pHfbZ4yHrchgmJY Smart and Effective Email - 5 powerful ways - kzbin.info/www/bejne/bH-od4aDpq2ah6c Outlook Calendar Best Practices : Part 1 - kzbin.info/www/bejne/favWgqGbmM90h9E and Part 2 - kzbin.info/www/bejne/ppLHfHturthoedU OneNote - Best Practices - kzbin.info/www/bejne/o16XcoxnmLKcbtU Microsoft 365 Best Practices - kzbin.info/www/bejne/oYemkIyZgZqCmLc Cheers. Doc.

[@abbasshahidzadehasadi2203]

Thanks, very useful tips

[@efficiency365]

Thanks Abbas Shahidzadehasadi. Check out my other best practices videos as well. Word Tables Best Practices - 2023 - The ultimate guide - kzbin.info/www/bejne/q5audHuug7qCoaM Microsoft Teams Simple Best Practices 2023 - kzbin.info/www/bejne/jWm4l6uVr9N-rqs Efficient Tasks Management - Best Practices - Outlook and Teams - 2023 - kzbin.info/www/bejne/rH2poYqMm7qZh5o Cheers. Doc.

[@christophersterns2450]

Hey Doc, good stuff. A really big SHOUT OUT! I'm really enjoying your efficiency series. In fact, I am taking a deep dive into all your videos and absorbing it all. I plan to dive deeper with your courses and grab your book as well. I've been using computers since the IBM Junior in 1985(ish) and Windows up to 2007 when I switched to Apple. I love the Apple eco-system but I've been lusting for Windows/PC since Windows 10 and mostly with all the integration MS has poured into their OS and Microsoft 365 applications. Now, with the introduction of Copilot and even more integration, I am compelled to go all in on MS. MS is the future Apple will never provide. I am blown away by what I've seen the last two weeks since the MS announcement. AMAZING to say the least. The good news is that I can with VM Ware; Parallels, running Windows 11 on all my Macs. With the ability of being able to run both OS', I can make the transition to Windows seamlessly with no stress. Your videos are making the transition easier and educational too. Thank you. P.S. I have been trying to get our Corporate Office onto MS from Google Suites. Your video on Convert Technology Into Business Value is providing me ammunition to approach the conversation again. I'm stealing your thunder. LOL.

[@efficiency365]

Hi Christopher Great to know that you find my content useful. Yes, for business efficiency, MS ecosystem is undoubtedly better. In fact, there is no alternative! If you follow the business value methodology, you can justify the Office 365 investment very easily. The breakeven point will be in few months! While Copilot and ChatGPT are great, Office has always had AI infusion - it was just done quietly. But yes, exciting times. Cheers. Doc.

[@efficiency365]

In case you buy my book, please purchase the Kindle version - why? Because screenshots are in colour.

[@chrissterns7444]

@@efficiency365 Done! I always purchase kindle books. It’s the only way to go.

[@efficiency365]

@@chrissterns7444 Hi - It is 2 months since we interacted. Quick catch up.. did my videos improve efficiency? frank feedback is most welcome. Cheers. Doc.

[@christophersterns2450]

@@efficiency365 Hey Doc, good to hear from you. Yes, for me, and always room for improvement. I continue to be a sponge, absorbing and putting it to best practices. I've switched the bulk of my technology to MS, Windows and PCs. I think MS365 for our company instead of Google is in the near future. I'm an early adopter but for our company it will be necessary due to the changing dynamics of our business model. We'll most likely be forced to use it. Until then, it is just me. For me, using MS365 solo is similar to when I first got email. I knew no one else who had it and no one to communicate with. LOL. I'm excited about the possibilities, the power, and the productivity enhancements coming in the near future and watching daily all the new content posted. It is a fun time we're in. I love it!

[@falmaskari]

Very professional

[@efficiency365]

Thanks Falmaskari. Check out my other best practices videos as well. Word Tables Best Practices - 2023 - The ultimate guide - kzbin.info/www/bejne/q5audHuug7qCoaM Microsoft Teams Simple Best Practices 2023 - kzbin.info/www/bejne/jWm4l6uVr9N-rqs Efficient Tasks Management - Best Practices - Outlook and Teams - 2023 - kzbin.info/www/bejne/rH2poYqMm7qZh5o Cheers. Doc.

[@akylbekibraimov9266]

Dr. Nitin, you are making very useful content on Microsoft 365. Thank you for your effort. Hope your number of subscribers increases. May be some collaboration with TeachersTech, Keep Productive, Kevin’s Cookies channels?

[@efficiency365]

Thanks Akylbek Ibraimov. Yes, I will certainly work on collaborations soon. Check out my other best practices videos as well. Word Tables Best Practices - 2023 - The ultimate guide - kzbin.info/www/bejne/q5audHuug7qCoaM Microsoft Teams Simple Best Practices 2023 - kzbin.info/www/bejne/jWm4l6uVr9N-rqs Efficient Tasks Management - Best Practices - Outlook and Teams - 2023 - kzbin.info/www/bejne/rH2poYqMm7qZh5o Cheers. Doc.

[@altruologist]

It is time to switch to Windows. The more I watch these valuable tutorials I realise I am missing powerful features that will boost my effectiveness.

[@efficiency365]

Yes Brian Clark. Microsoft Office continues to add more and more features. The gap between Windows and Mac versions has reduced over time. However, many significant and powerful features will never come to Mac for technical or other reasons. OneDrive and Teams are key ingredients of the Microsoft ecosystem. Needless to say, all MS tools integrate (by design) with Windows. Hence, for corporate use at least - it makes more sense to be on Windows platform. Any other alternative means less features and more effort! Do check out my other best practices videos as well. Word Tables Best Practices - 2023 - The ultimate guide - kzbin.info/www/bejne/q5audHuug7qCoaM Microsoft Teams Simple Best Practices 2023 - kzbin.info/www/bejne/jWm4l6uVr9N-rqs Efficient Tasks Management - Best Practices - Outlook and Teams - 2023 - kzbin.info/www/bejne/rH2poYqMm7qZh5o Cheers. Doc.

[@inessepti3100]

Dr. Nitin, how could we synchronize the calendar in the microsoft list with outlook calendar? Thank you

[@efficiency365]

You cannot sync list to Outlook. If you want a shared calendar, use SharePoint to create one. SharePoint calendar can be added to Outlook.

[@CuriousJo1122]

Dr. Nitin, when I try to do this at 1:31 where you display your days by using ctrl + clicking the day, that only seems to work on my desktop version. I want to use the online version. Do you have a video just for that version. I want to fully switch but some missing features bug me. Is the desktop just more robust, or do you think the online version is as efficient or better? I used board views so nicely, and then they went away. Now I wonder, should I move back to my desktop now that I do not have the advantages of the use of Board Views for my assignments? My desire is to become highly efficient at outlook mastery and especially calendaring this year. - any guidance welcome and thank you for your awesome content!!!

[@efficiency365]

Hi Ctrl click not possible on browser version. My recommendation is to use the Desktop version. Web version is faster. But Desktop will always have more features. Why? Because web version has to use HTML which has limitations ( which cannot be controlled by Microsoft).

[@CuriousJo1122]

@@efficiency365 thank you! this is very good to know! I appreciate your expertise.

[@eliot363]

Because 6 minutes is part of the duodecimal system and is more easily divisible?

[@efficiency365]

Conceptually correct. But practically..? It is for people who charge by the hour. Their billing becomes easier... Divide by 10 instead of 12.

[@eliot363]

@@efficiency365 Crazy, I never would have thought of that, thank you!

[@Smuddpie]

Yes, my firm bills by .1 hours, but we don’t calendar that way.

[@andrewhowden1578]

@@efficiency365 yes. 1 hours is 6 minutes! Sorry if this repeats.

[@ukaszjuszczak5065]

very useful tips. Unfortunately, some of them don't work in the new Outlook version :/

[@efficiency365]

Thanks @ukaszjuszczak5065. Which version of Outlook? Which features do not work? Are you talking about the "Try the New Outlook" button in the top right corner? Of course, it is a stripped down version. If you need all features you need to use the full version. The browser version is also very feature rich. Check out my other best practices videos as well. Efficient Tasks Management - kzbin.info/www/bejne/rH2poYqMm7qZh5o Microsoft Teams - 15 Best Practices - kzbin.info/www/bejne/jWm4l6uVr9N-rqs Smart and Effective Email - 5 powerful ways - kzbin.info/www/bejne/bH-od4aDpq2ah6c Outlook Calendar Best Practices : Part 1 - kzbin.info/www/bejne/favWgqGbmM90h9E and Part 2 - kzbin.info/www/bejne/ppLHfHturthoedU OneNote - Best Practices - kzbin.info/www/bejne/o16XcoxnmLKcbtU Microsoft 365 Best Practices - kzbin.info/www/bejne/oYemkIyZgZqCmLc Word Tables Best Practices - The ultimate guide - kzbin.info/www/bejne/q5audHuug7qCoaM Cheers. Doc.

[@bgundegb]

Dear Dr.Nitin, Thank for all your contents and effort. Really appreciated. in my case picking dates from calendar to view is not working on Outlook version 1.2023.920.900 @@efficiency365

[@viviandaprata159]

@@efficiency365 when I press CTRL and a day to be selected, it doesn't work. I have the new version...

[@efficiency365]

Use old version of Outlook.

[@mkmk-og2pm]

Curious what your reaction was when you tyres failed? 🙂

[@efficiency365]

?

[@mkmk-og2pm]

@@efficiency365 the joke in your video

[@Jmikib]

How can you replace recurring meetings with a Team? Can I block time for all the people using a Team? This part wasn´t clear, I hope you can explain this a little more, thank you in advance!

[@efficiency365]

Hi Juan I will create a separate video for this. But briefly, create the Team first Create the recurring meeting from Teams calendar.. And add the Team Channel there. Now all collaboration will happen inside that Team. No emails. Check out my Teams Best Practices video as well kzbin.info/www/bejne/jWm4l6uVr9N-rqs

[@Jmikib]

@@efficiency365 Thank you!

[@user-wu1xj9cm7c]

My Google calendar allows me to show my MONTHLY view WITHOUT weekends. This is important to me. Is there any way I can get this view with Outlook 365?

[@efficiency365]

Thanks @user-wu1xj9cm7c. Monthly view without weekends is not available in Outlook. Check out my other best practices videos as well. Efficient Tasks Management - kzbin.info/www/bejne/rH2poYqMm7qZh5o Microsoft Teams - 15 Best Practices - kzbin.info/www/bejne/jWm4l6uVr9N-rqs OneDrive Best Practices kzbin.info/www/bejne/emi9o5mmnbxnrNE Smart and Effective Email - 5 powerful ways - kzbin.info/www/bejne/bH-od4aDpq2ah6c Outlook Calendar Best Practices : Part 1 - kzbin.info/www/bejne/favWgqGbmM90h9E and Part 2 - kzbin.info/www/bejne/ppLHfHturthoedU OneNote - Best Practices - kzbin.info/www/bejne/o16XcoxnmLKcbtU Microsoft 365 Best Practices - kzbin.info/www/bejne/oYemkIyZgZqCmLc Word Tables Best Practices - The ultimate guide - kzbin.info/www/bejne/q5audHuug7qCoaM Cheers. Doc.

[@Anandjsinghyoutube]

Works on Mac App?

[@efficiency365]

Thanks @Anandjsinghyoutube. Yes. Most features mentioned here should work on Mac app. Is there something that is not working? Check out my other best practices videos as well. Efficient Tasks Management - kzbin.info/www/bejne/rH2poYqMm7qZh5o Microsoft Teams - 15 Best Practices - kzbin.info/www/bejne/jWm4l6uVr9N-rqs Smart and Effective Email - 5 powerful ways - kzbin.info/www/bejne/bH-od4aDpq2ah6c Outlook Calendar Best Practices : Part 1 - kzbin.info/www/bejne/favWgqGbmM90h9E and Part 2 - kzbin.info/www/bejne/ppLHfHturthoedU OneNote - Best Practices - kzbin.info/www/bejne/o16XcoxnmLKcbtU Microsoft 365 Best Practices - kzbin.info/www/bejne/oYemkIyZgZqCmLc Word Tables Best Practices - The ultimate guide - kzbin.info/www/bejne/q5audHuug7qCoaM Cheers. Doc.

[@elleeden2024]

In the Outlook calendar, past events keep deleting the next day. For example, I had 3 events yesterday, but when I loaded Outlook calendar today, yesterday is empty and the 3 events were deleted. Any way to tell Outlook calendar to keep all past events? Thank you :)

[@efficiency365]

Thanks @michelleelle9589 I am assuming you are working on Windows Desktop Outlook app. Go to View menu (Tab) and choose Reset View button. Let me know if the problem is solved. Check out my other best practices videos as well. Efficient Tasks Management - kzbin.info/www/bejne/rH2poYqMm7qZh5o Task Apps Comparison: kzbin.info/www/bejne/jJq6e3ywgrWEkMk Teams Meeting - Agenda, Action Points, Notes - kzbin.info/www/bejne/oWHXaZKjg9CAetk Microsoft Teams - 15 Best Practices - kzbin.info/www/bejne/jWm4l6uVr9N-rqs OneDrive Best Practices Part 1 - kzbin.info/www/bejne/emi9o5mmnbxnrNE Part 2 - kzbin.info/www/bejne/pHfbZ4yHrchgmJY Smart and Effective Email - 5 powerful ways - kzbin.info/www/bejne/bH-od4aDpq2ah6c Outlook Calendar Best Practices : Part 1 - kzbin.info/www/bejne/favWgqGbmM90h9E and Part 2 - kzbin.info/www/bejne/ppLHfHturthoedU OneNote - Best Practices - kzbin.info/www/bejne/o16XcoxnmLKcbtU Microsoft 365 Best Practices - kzbin.info/www/bejne/oYemkIyZgZqCmLc Cheers. Doc.

[@elleeden2024]

@@efficiency365 Yes using Windows app, but when I go to View Menu, I don't see a Reset View button? I only see, Saved views, Filter and Calendar Settings. What can I do please?

[@efficiency365]

Oh, you are using the "NEW" Outlook. Revert to OLD Outlook. Everything will work as mentioned above.

[@elleeden2024]

@@efficiency365 I contacted support and it seems solved now. All my past calender entries are showing :) I love the new outlook, I paid $30 for the year to remove all ADS and to get 100GB cloud storage :)

[@efficiency365]

Fine. You are on personal edition of Office. Got it.

[@nicolevanderlinden2911]

Legal people use 6 min increments

[@efficiency365]

Correct. In fact, any profession where hourly billing is used.