📆 Outlook Calendar Tips & Tricks

In this step-by-step tutorial, learn the top 14 best calendar tips and tricks in Microsoft Outlook. For example, set meeting times using natural language, view your calendar and mail side-by-side, create meetings or appointments from email, and many more.
⌚ TIMESTAMPS
00:00 Introduction
00:23 Natural language meeting time
01:49 Date navigator
03:46 Reply with meeting
04:49 Create appointment from email
05:37 Easily recreate meeting
06:18 Change timescale
06:54 Show multiple time zones
08:13 View multiple calendars
09:50 View calendar alongside email
10:29 Visualize calendar with colors
11:55 Change work hours
13:10 Add-ins
14:03 End meetings early
15:06 Dark mode
15:57 Wrap up
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[@KevinStratvert]

📺 Watch more Top Tips & Tricks like this for other products: kzbin.info/aero/PLlKpQrBME6xLt_itmVIfS2qz9cLEarwMN 🏫 Learn the fundamentals of Excel in just 2 hours: kevinstratvert.thinkific.com

[@oritbc4578]

Kevin, can you make a video on how to create forms in infopath and link them to share point designer? Thx!

[@jessicamenard9265]

Hi Kevin, If person A was in charge with an overlook schedule for the office and it has been given to person B. Is there a way to transfer the ownership/ control to person B?

[@apatrick4734]

Hi Kevin. Do you have any tips for using Microsoft Teams more efficiently?

[@derekwarren4291]

Thank you for the video. Question- I am not able to duplicate events by the control drag method. I am using a Mac. Could that be the issue?

[@teenaojwani6844]

@@jessicamenard9265 )jk

[@ricksegalCanada]

Gezzz. I'm a Microsoft alumn since the 90s and worked on the Outlook (MAPI) team. Even I didn't know half of these. Well done, Kevin.

[@chelybeann]

Idk why I’m watching this, as it’s 9pm on a Friday and I thought I was satisfied with my emailing knowledge. But now I want to go back to work and play on Outlook.

[@Techelet_Bseder]

Hey Kevin - YOU are one of our HelpDesk's best staff, providing clear, simple, easy-to-understand support to our employees! Hope you are still doing these. Most are a year old and some functionality has changed, especially in Teams. Keep up the good work.

[@PeterTeehan]

Kevin, I am support engineer for Microsoft. Your work is amazing. I would love it if you did some focus videos on Microsoft Teams!

[@Nenezilla]

Agree, Teams is very confusing to those of us who have been around since the beginning of Windows and rely heavily on file manager.

[@CyberBuki]

Yes, please. In short: Teams ....is not my favorite!!!

[@jesicaaguilar9925]

I support this comment!

[@Lucas_van_Hout]

Hello your computer has virus

[@flyerfocus6259]

Some focus on Teams? You mean how badly it sucks? It is absolutely HORRIBLE.

[@squareggs]

This has to be my favourite video so far, I schedule so many meetings and this has just saved me so much time! I never knew you could select certain dates weeks etc. Also recreating meetings. Thank you.

[@thebonafidebeasley]

Kevin, first of all, congratulations on your one million subscribers! You've definitely earned it. Thank you for this video on Outlook Calendar tips and tricks. I manage calendars for myself and three executives simultaneously, and often have to coordinate meetings for the team. Creating an apointment from an email will hopefully work for me, but because I'm usually creating these meetings on the executives' calendar, I'll try it and see if it works. I learned some very helpful tips that should same me some time and frustration. Also, looking at the computer screen for hours every day, dark mode will be a welcome relief for my tired eyes! Keep up the wonderful work!

[@user-ni2cn4se9h]

Hi - I was wondering if you could help me with this? How can I send the travel ticket details to someone, if I am booking their travel, the travel info comes from a travel agent, and its locked, I know i can unlock it by clicking on the padlock in the calendar, but I want to make sure that it shows up in their calendar if i send it to the executive, so that they know that they have an upcoming trip. Also if i am in NYC and booking a trip for someone who is traveling from NYC to France, I try to send the calendar invite, I click on time zone, put the departure time (when the flight takes off)in our time zone, and landing time in France time, when I hit send, will that show up as an international time zone on their calendar once they land in France? Because when I go back to what I sent, it defaults back to NYC time. I was told it would be automatically converted for them.

[@kelleycarpenter-conijn2730]

I too thought I was fairly proficient in Outlook, but Kevin showed some great tricks that I will use often. Thank you Kevin for another great video!

[@monicajohnson2085]

Even though I am not technology forward, your videos are easy to understand. The biggest struggle I have is following along. You're pretty rapid fire. I realize that the videos would be forever long if you slowed down for me and others like me but it would be so nice to be able to follow your instructions in real time. In any event, you are very clear and concise. Thank you for these great videos!

[@petenelson8136]

Love the way you present this information, very easy to understand and follow. Well done!

[@johntuck77]

This was hands down one of the most useful videos ever. I am an Outlook pro and didn't know many of them.

[@texasseastar]

I’ve used Outlook for the last 20 years at work but with zero formal training. I’m six tips in to your video and I didn’t know any of those features. Invaluable video!!! Thank you!!!

[@beyondtokenism]

Best ever video of the year. I have been using Outlook calendar for years but the Set Meeting, Set Appointment were great. BUT the multiple time zones is a killer change in how I work as I have colleagues in 4 time zones and am constantly confused. Thanks a million. You have improved my work life.

[@TimAldredge]

Wish I would have watched this a lot earlier! The tips on looking at different days simultaneously is huge for me as this should allow me to move multiple calendar items from one week to another ten times faster! You just added years to my life!!! Thank you!

[@TypoKnig]

I wanted to duplicate meetings for years!! Thank you so much for the Ctrl-drag tip!!!

[@roadkill3648]

You are gold! Thank you for your videos!! I thought I was a Jedi, but I now realize I was closer to an early second stage Padawan apprentice, comparatively. Thank you for popping my reality distortion bubble! Your impactful teaching methods have inspired me to dive headfirst into the world of "modern" analytics and can now, confidently, consider myself a Jedi apprentice. Please keep your videos coming and if possible, maybe some intermediate and advanced videos. Thank you again!

[@andrewuk2781]

I am shocked. A YT tips & trick video that actually contains useful information is a rarity. Brilliant stuff!

[@gotbordercollies]

Everytime I watch one of your videos I learn so much - awesome job Kevin - I can't wait until the Kevin Cookie Company opens an office in Atlanta, GA.

[@marti5939]

I'm in Georgia too! When the KCC opens, we should have a fan day. :) I learn new tips with every video!

[@ocelopan]

I always thought of myself as an Outlook veteran, but I have to admit I learned some tricks with this video. Thanks!

[@ralphpayne6259]

I started by watching your Excel videos and now looking at your other work. All are staggeringly well prepared, clearly presented and very worthwhile. This particular video does throw in some good extras I didn't know. One tip for other viewers of your videos - open an onscreen note to jot down the key things that spring out - because there will always be quite a few!

[@gz2823]

These are fantastic tips for anyone even if you have been using Outlook for years like me. Worth the watch everyone. Thank you Kevin!

[@barbaran9003]

Absolutely a game changer with this tips & tricks! Thank you Kevin

[@jonathanmurphy7566]

It’s great to see an old friend I grew up with doing awesome things. 👏🏾

[@KevinStratvert]

So great to hear from you, Jonathan! 😁

[@nataliaromanova6535]

I now have a job in which meetings seem to be what we get paid to do! In the past I only used outlook to read and respond to emails therefore I didn’t know much about the other features. This video will most definitely be a go to for me as I navigate the “meeting” portion of my new position. Thanks!

[@davidferrick]

I never thought I'd be spending time watching a video on Outlook Calendar yet here I am enjoying it. Thanks!

[@camilabraga5684]

Hi Kevin! Thanks for your videos. 😊 Quick question: I use to categorize my appointments by colours in outlook. Example: Lunck yellow category, team meeting purple category...Is there any tool in outlook that allow me to know how many hours it was dedicated in a month/ week to the categories? Like how many hours it was spend in the purple category (which is my team meeting appointment category) Greetings from Brazil 🇧🇷

[@joeritjitra2425]

Great tips! Would love to see more on conditional formatting in Excel!

[@w0lf864]

What a lifesaver!!!! About to cry thinking of having to copy and duplicate 15 meeting invites. You saved me a lot of frustration. Amazing channel and subscribed!

[@xml6576]

Great video!!! Like many other applications from MS Office, Outlook is a great tool but few people know how to fully use it. Kevin helps a lot! Thanks!

[@GrainneDuggan_Excel]

Hi Kevin, Your Thanksgiving error is because your date time setting is US and Canada. Thanksgiving falls in October in Canada and in November in the US. The error probably needs you to state the country Great tips - thanks!!

[@jenniferyost8556]

And Thanksgiving in the US is always the 4th Thursday in November which may or may not be the last Thursday. :)

[@carlosallanofficial]

Thanks for the tips! My favorite trick for Outlook calendar is to have the Follow Up Flag in the Quick Access Toolbar so I can easily flag emails. Then in the calendar view I have the Daily Task List at Normal. This way every email that enters my Inbox I can quickly flag it (or have a rule to flag all incoming mails for This week), and then from the calendar view, Daily Task List, just drag and drop to the calendar wherever I need to create an appointment for myself to complete the Task. Hope this helps

[@anjaliomp]

Love these videos. Crisp, clear and functional. Thank you!

[@jodybenson1430]

You are a rock star. ✨The best Microsoft videos by far! Love the tips and content!!! Must share you with my Exec Assistant colleagues. Managing a VP calendar and inbox is a full time job and you just made it easier! Thank you. 👌🏼

[@NeelkanthMehta]

Hi Kevin, Please do share videos on how to import contacts from Google contacts to outlook and How to sync Outlook Calander with Apple and Google calendar. Thanks.

[@ShivaanshsTech]

This is the best outlook video i have ever seen thanks a lot kevin sir

[@siewmuimui]

i schedule on-boarding agendas for new hires into their outlooks and others and struggled with those in other time zonez - literally had google open on the side to convert time. thanks for the tip on how to do this wayyy easier. 🙏🏼

[@ambarilhamchannel]

I love the way you attach the time for tips and tricks of outlook calendar. Create appointment from email is really necessary for me because recently we are not using direct meeting since Covid 19 Pandemi, and I sometimes forget for meeting schedule

[@laurenceazoulay7266]

Hi Kevin, loved this video. Would you please go a bit more in detail and talk about using options like : scheduling assistnat, tracking, response options and templates? Thank you.

[@ac8074]

Missed one of my favorite tips; conditional formatting for calendar items. if I have “1on1” in any invite I make or receive it will automatically be assigned different calendar color so it stands out. Very helpful and prevents overlooking critical calendar invites. 😎

[@ac8074]

I also use conditional formatting in my Inbox view for prominent senders. Anyone who sends me an email in my leadership chain (or their respective admins) those emails while still unread are shown in larger, bold, red font. As soon as its read it goes back to it’s normal list view. This is a LIFE SAVER if you have a very email heavy boss so you don’t miss any. I also create special Search folders for “Leadership” “Peers” “MyTeam” “ToMeOnly” “MeOnCC” etc and then make them favorite folders so I can quickly see those in priority order as well. It has revolutionized the way I process email and so long as you have on threaded view you can quickly see the full story on an email and process them even more quickly.

[@pragmatycznymatt740]

How you do conditional formatting on incoming calendar invitation?

[@ac8074]

@@pragmatycznymatt740 On a PC go to Calendar > View tab > View settings toolbar item > Conditional formatting. There you can create rules that meet criteria then choose the color you want them to show as when the criteria is met.

[@kathrynjefferson9897]

OMG! This is amazing. Love these bite sized tips with walk throughs. Looking forward to more. My colleagues will think I'm a genius!

[@saritzasmith8049]

I’ve learned so much from this tutorial. You are an excellent instructor; and straight to the lesson, which I love.

[@sourianeful]

Regarding Thanksgiving, it's because it's not the same date everywhere in North America... In Canada, it's in October...

[@susandenell3982]

In the US, it's the fourth Thursday in November and not the last Thursday (unless there are only four Thursdays in November that year.

[@heavenrose4456]

This is very helpful Kevin 😍

[@DeborahBest]

I am all for shortcuts. You provide a few I was unaware of in Outlook. I will definitely put them to use. Thanks!! 😊

[@user-of8ul1jd6y]

I wish that I had watched this video on my first day of being an EA! You can think that you are super proficient in Outlook calendar and then all of these awesome tricks come to light and are game changers!

[@NeshaStanic]

Regarding: 10:29​ Visualize calendar with colors Categories is one of the most useful feature in Outlook in general. Labeling your emails, calendar, tasks, notes this way makes it easy to find, navigate, archive...This way you don't need creating folders which is robust way, especially when working with thousands of emails, tasks... Of course, by using them I mean customizing the colors and names to your needs (for instance, name sectors in your company, name managers, colleagues, outside people and companies...)

[@seymour5000000]

The type in date field “7 weeks” was a new on for me. Thank you!

[@tholliman3357]

Where is the icon or option to select this for setting up the appt..? I love that thing

[@ramonaneyrinck2292]

wow! I'm learning to get better at my time management. Ive had outlook for years, and these tips are going to help me use it effectively! Thank you!

[@unclespooky]

Dude, it's amazing to be going WOW on a holiday Sunday morning. Some of these are workflow changes. Thanks for the tips!

[@chrisprofit]

Awesome Video Kevin! Is there a way to add a private note to a meeting?

[@hemantsinghal5439]

Hey.. Any trick to add 10 min before and after every meeting in your calander, this to have a default time to prepare and wrap up the meeting notes.

[@MarTinDDfx]

Niiiice! Very helpful tips. Love the natural language date picker, selecting multiple days and the FindTime add-in.

[@Lost-In-Blank]

Finally I learn how to copy a meeting to make a new one. I'm a retired contract programmer/project leader and I've been using MS Office since the early 90s (at companies that didn't make me use Lotus Notes). I never ever figured out how to copy a meeting to use as a template for a new one. Also that thing of bringing up schedules for 3 separated dates is fantastic. I'm retired now, so I'll only be using those features a few times a month, but back in my working days I'd have been using them daily. Natural language meeting time was also new for me, and that will be really useful now (when you retire, every day is a weekend, and you lose track of the days of the week, let alone the numerical dates). I have been creating Quick Steps to instantly create meetings, tasks, and appointments from emails. It was always one of the things I did for myself in the first week when I was added to a new client's email system. _Pro tip for newly retired people: No, you don't have Alzheimer's already. Just get yourself a digital watch that has the day and date displayed in a readable font on the main screen._

[@robinmartin5788]

Question regarding work hours: Can you choose different hours for each day? So Monday, Wednesday, Friday are 8-4 but Tuesday and Thursday are 12-5? Also, we're moving to a hybrid work environment. Is there an "easy" way to indicate on your calendar which days you'll be in the office vs. at home? Currently I create an all-day event (set to Free time) so it's visible when someone views my calendar.

[@user-sf1wd6qc9k]

I'm curious about this as well!

[@mickegatje]

Thanksgiving is different in several countries as is other "celebrations" like mothersday

[@yardmstr]

I was hoping someone would have commented on this. :)

[@myrealityzone]

I use Outlook every day, and I still learned several new things! Thanks!!

[@angellefrancis2]

I just learnt how to create a meeting today thanks to you. First time using teams. THAnks Kevin, love from Ghana 🇬🇭

[@jack.brooks]

Thanksgiving in Canada is different... That's why it doesn't work. ;-)

[@CyberBuki]

In the US, Canada is the FOURTH Thursday, not the LAST Thursday.

[@jeffbridgen7727]

@@CyberBuki In Canada, Thanksgiving always falls on the second Monday of October.

[@CyberBuki]

@@jeffbridgen7727 I must have been typing in my sleep (LOL). That was supposed to read: "In the US, *Thanksgiving* is the FOURTH Thursday, not the LAST Thursday" Sorry any confusion

[@hazabear7179]

He does this for a living?!

[@luismambo5173]

what? how does that work

[@thetruck82]

yes harry he dose you goose.

[@fat-batman486]

yessir

[@fat-batman486]

sussy ibaka chart been going up as we speak

[@luismambo5173]

Fat Batman do be kinda sus

[@normawakefield4041]

Thank you Kevin, I found this tutorial most helpful. Please keep on sharing those tips and tricks to keep us organised and happy

[@ElijahHunter77]

Kevin, I LOVE(!) your videos! Quality of sound, light, and content. You don't bla-bla-bla, but go directly to the point(s)! Question: in Teams' chat, which messaging extension can I use to send a VIDEO message?

[@fionafyr1337]

Finally..... thank GOD for this video 🙏🏼 Microsoft owe you a frightening amount this is amazing thank you thank you thank you 🙏🏼

[@LongTimeNoPuck]

Thank you so very much for sharing your knowledge. I learned so much that I was not taught and never had time to figure out. You made it so easy.

[@MaryEdgar-jk5sy]

Thank you Kevin - I need to demonstrate this at work - I feel confident after watching your Video

[@kristiev7101]

Create another meeting 🤯 just saved me so much time every week

[@user-kz9cg4tu4o]

Thank you for showing this Kevin, you just made my work a lot easier. I am saving this for learning until I am perfect at it. God bless you,

[@drivesmartitsanart]

I knew the rest, but natural language meeting times - I was totally amazed, thanks Kevin!

[@nimishar2417]

great video.. my fav one has been "change time zone". no more racking my brain to convert time between est, cst and IST. i paused video and set it up immediately in both my outlooks :).. thank you so much

[@barbarasaunders9665]

Kevin These are all great tips! Thank you for sharing! Is there a way to compare which recurring meetings take up most scheduled calendar time? I would like to break these out and try to condense them for the next 6 months. I can just go through and look of them up but I thought you may know a short cut?

[@johnvodopija1743]

A great bunch of tips. I really liked the ‘meeting from email’ tip and will checkout the find time add in too. Cheers 👍😎🇦🇺

[@SteelyBlue2013]

😮 thank you, you went over a lot that was not able to be shown in the Microsoft Outlook class due to time. Saving .

[@chadbobb1833]

Bro! You blow my mind ALL THE TIME! I always learn great tips and tricks from you!

[@luvslagos]

Thanks Kevin. Found some new tips and am excited to try them out. Love your helpful videos!

[@cheryltovizi9213]

Thank you so much. I was struggling to find how to overlay the 5 calendars so I could see them on 1 calendar view. This will help so much. Subscribed !!

[@SanNjig]

Omg this is awesome. Watches it twice and saved it to use more in depth later.

[@JR-xu1ez]

That 'natural language' tip straight out the gate blew my mind.

[@h2okapi]

The more I watch your tutorial videos, the more I think you should really consider publishing tutorial videos on KZbin! Jokes apart, anyone of your vid is full of precious tips, this one is no exception. Kudos and keep it up! Thanks for all.

[@Munneke1962]

Hi Kevin, Thanks you so much! I used outlook so long, but it was ALL NEW to me!

[@stevenlebogangramontsho1972]

As always you have delivered Kevin, your presentation and illustrations are awesome. Keep up the good work Kevin.

[@Rood67]

This is one of the best (as far as overall usefulness) I’ve seen from you. 👏👏👏 *Definitely sharing this one!*

[@gordongraham7]

I know outlook better than the average user but there was so much in this video that blew my mind! Thank you for this.

[@iancrawford7997]

I learned so much from this video; and so very quickly. Great contents, clear presentation and high production standard! When I have a new topic to study, I look first to see if you have a video on that topic.

[@takingcareofbiz1]

As always, so very helpful. I didn't know about any of these features. Great time savers and a great channel.

[@kobzdt]

Man love the Add ins and FindTime plugin! EXACTLY what I was looking for thank you!

[@malautubevani]

Your teachings and explanations are excellent. Thank you. May Almighty bless you.

[@andreamitchell9509]

Thanks for the info! You are so helpful to me, especially jumping back into the workforce after having spent some years away raising my kids. Question: when you take the email you want to include in a meeting and drag to the calendar, is it possible to do that with multiple emails but add into one shared calendar appointment to refer to the following day?

[@ruizmeze3612]

Thanks Kevin seriously, you're awesome. I've learned more with ur teachings) in a week than in a whole year of school again. Thanks kindly :) Vance

[@janspotak]

Hi Kevin and huge thanks for your useful videos! I always learn something new! I have a question though - perhaps very basic, but can't figure out the best way. I need to schedule meeting for other people in my company, I need to have the overview and need to administrate them, but I do not need to take part of every meeting, read chat messages (if on teams) or show them in my own calendar (as I was until now always booking them via my own calendar). Any tips on way around? Huge thanks in advance! Jan

[@mcsvirtualassistanceservic5899]

Amazing video! I definitely learned a lot of new things! Thank you Kevin, you make our lives easier!

[@lanceyoung]

This was great Kevin! Thank you for showing us some of the finer things of Outlook. 😃

[@indiesindie1984]

Thank you for your excellent tutorials! I appreciate learning all these new tips! They really help a lot!

[@jamilasellsnj]

I love the class, your voice, the simplicity explanation, Everything ❤

[@luciaquiros1785]

Excellent video! thank you so much. I would really appreciate a video showing different options to access the calendar on different devices

[@GaryAllison-nm5yn]

Hi Kevin, Gary here from the United Kingdom. Another excellent presentation. Very informative and interesting for sure. Sincerely many thanks for all of your hard work over the years, it has helped me immensely. Thank you

[@navalpreetsahota]

just shows how powerful Outlook is, great video Kevin!

[@pamvitu8439]

Exactly what I needed to get started, thanks for making good use of viewers time!

[@beregu]

Thanks Kevin. It made my life easier. I’ve taught some of the tricks with my colleagues. 👍

[@dhd951]

Kevin, another fantastic video. Because of you, I purchased Office 365, and I so love that also. Microsoft lost a great employee, but we are so thankful you offer these videos.

[@veronicaloya5096]

Amazing tips and info! Will definitely be sharing this one and using it on a daily basis!! Thank you, thank you!!!

[@cathrine4459]

Have been watching and learning from your videos since the beginning of the COVID-19 pandemic. Just want to say that you are a treasure.✨✨✨💖