Top Tips to Manage Your Outlook Calendar 📅 (which are you using?)

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With these top calendar tips and hacks, you'll learn how to use your calendar efficiently.
I'll show you how I use my Microsoft Outlook calendar to be more productive and manage my time.
You'll learn how to personalize your calendar and customize it to your needs.
You'll discover the different calendar views and how you can use the date navigator. I'll also cover some fun, simple ways to make scheduling your meetings and finding a common time easier. Not just finding a common time with your colleagues but also your friends. You can't use scheduling assistant there, but there is another feature you can use.
🔑 Key Topics Covered:
▪️ Customizing your working days and hours in Outlook Calendar.
▪️ Setting up end meetings early to avoid back-to-back scheduling.
▪️ Displaying multiple time zones for easier international meeting planning.
▪️ Adding week numbers and weather forecasts to your calendar.
▪️ Exploring various calendar views and the date navigator for better overview.
▪️ Managing multiple calendars with side-by-side and overlay modes.
▪️ Color-coding your calendar for quick visual reference.
▪️ Utilizing conditional formatting for specific meeting alerts.
▪️ Practical tips for efficient meeting scheduling and organization.
▪️ Sending your calendar via email for external meeting coordination.
00:00 Microsoft Outlook Calendar Tips & Tricks
00:28 Set Working Days and Hours
01:04 End Meetings Early - Avoid Back-to-Back Meetings
01:36 Show Multiple Time Zones
02:30 Show Week Numbers and Weather
03:25 Calendar Views and Date Navigator
04:30 View Multiple Calendars Side-by-Side or Overlay Mode
05:08 Color-Code Your Calendar
06:50 How to View Mailbox and Calendar Side by Side
07:49 Duplicate Meetings
08:35 Create Meeting from Email
09:07 How to Use the Scheduling Assistant
10:00 Send Your Calendar in an Email
10:50 Wrap Up
LINKS to related videos:
► Top 10 Outlook Tips: • TOP 10 Outlook Tips EV...
► How to Use Search in Outlook: • How to Use SEARCH 🔎 in...
► Complete Playlist for Outlook: • Outlook & Email Tips
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#outlook #productivity

[@LeilaGharani]

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[@PerroneFord]

That tip on seeing weather was nice. But that tip on calendar overlays and sending calendar free time to another person were GOLD! The amount of time that will save me is INCREDIBLE. Vendors are ALWAYS asking me for a "good time to meet". Now I can just send them my week and let them choose. FANTASTIC! Of course, all this is predicated on you having your own calendar up to date and fully filled out.

[@saritzasmith8049]

Excellent tips and I love the fact that you go straight to the point without any prolonged intro.

[@MonolithMike]

Leila, your tips have made my professional life so much more efficient and productive, I cannot thank you enough!

[@ReganJacobs]

Its amazing how much more productive you can become if you just follow a few tips. I know enough about outlook to not normally need tips, but picked up a a game changer or two from this video. Thank you!!

[@user-hn6gy6ib6f]

I had been typing in the shorter meeting times manually - automating that saves time! The time zone display is a game changer. Auto pick is awesome!

[@michellechartrand2888]

I've been using Outlook for nearly 20 years and never thought about right clicking on the calendar or contacts to open in a second window. Also the overlay mode of the calendars and allowing side to side is a total game changer for me. Thanks for your amazing, as always, tips.

[@LeilaGharani]

Great to hear!

[@KopolJunam]

When KZbin suggested me the first video of Leila I thought this is a channel for computer illiterates and I couldn't learn anything as a software engineer for 30 years but in every video I watched so far I found something helpful so now I even subscribe to the channel 🙂

[@LeilaGharani]

Glad to have you aboard!

[@sheenaflorante1735]

As a Virtual EA, I learned so much from your video. Thank you!

[@LeilaGharani]

You're very welcome!

[@hn376rar]

While all of your training is great, it was that last suggestion that made me go "Wow". I will definitely use the "send my calendar" option! U R the best 😀

[@friedmanrc]

Wow! The ability to send my calendar availability Is a huge win!

[@78uttam]

Absolutely! Suppliers want to schedule interviews of their candidates with me and there are several to and fro emails on that. This feature was unknown to me. Gonna use right away!

[@vuhoang7109]

I was curious, I watched, I liked! Loved it! Thanks for the beautiful overall presentation on how to better manage our busy calendars, Leila! From the clear voice instructions to straight to the point directions to the clear view of the steps provided. Subscribed! Please keep up the awesome work!

[@ImionLordred]

Wow, this is one of the very best videos I've ever seen in context of outlook. Some tips I've already found by myself but still got some more very useful functions here. Thanks a lot!

[@LeilaGharani]

Glad you enjoyed it!

[@TylerStanczak]

I love color coding my calendar because it easily lets me know about what type of meetings I have without reading in too much detail :)

[@You_Name_It]

This guy is a serious stalker.

[@gazmendsalihu4975]

P 00 9

[@gleeoflife]

Same!

[@Robert8455]

Lots of gems in this one that I had no idea about. I always love your tips and super smooth presentation.

[@LeilaGharani]

Thanks so much, Robert!

[@nasirsimi5055]

@@LeilaGharani lp

[@gajendrasinghgajendrasingh5826]

લવ લવ લવ લવ લવ લવ

[@deedee21]

You are a life saver! I love the color coding bit and the creating meetings from the mail part! Thank you :)

[@waelhussein4606]

I was reluctant whether to watch this, as I thought I was an expert! Glad I watched it. I always learn new and useful tips from your videos. Can’t thank you enough!

[@LeilaGharani]

Glad you enjoyed it!

[@DottyGale8]

I thought the same thing. I thought I was an Outlook expert - I've been color-coding my calendar for a long time, for instance. But even I learned something new in this that will help me!

[@irontruck6122]

Task pane and tasks at the bottom of the calendar are really useful to remember what to get done that day. While they are not appointments they are a form of deadline. Some people put slots in their calendars to work on deadlines and it is clutter or could be seen as blocked off time.

[@martynas.6649]

Love the option to share your calendar with someone outside the company! Brilliant- thank you so much

[@habeebmobolaji_]

I love this functionality too

[@mowburnt]

I found it useful too if I have several tasks under a common theme to create one long meeting say 8 to 12 and drag the individual tasks to the calendar. You get the main meeting to the left and all the small appointment tasks to the right.

[@HankChang]

Always learning something new! Use most of these other than weather. New to me was the click/drag to create a calendar item which is useful, thanks!

[@PerLundevall]

Sending your calendar is a killer! ⭐

[@DanielHarrisCodes]

Never knew about conditional formatting, will find this really useful to highlight meetings with senior figures in client organisations

[@hogne]

It doesn't really work very well.

[@4eversonic]

Thanks for sharing ~ I especially liked the feature of creating multiple time zones.

[@Filemoooon]

I do really enjoy your videos! As an exchange expert i do really find your tips extremely useful. It should be must have training for every new employee joining any company. I bet it would increase their productivity and make life easier

[@LeilaGharani]

Glad you like them, Filip!

[@peterblackmore7560]

Week numbers - brilliant! Thank you

[@Trotzenfeldt]

I use the following categories for my work time (have others for my personal calendar): - 1:1 (because they are easy to move on a short notice), and I always write the name of the person and my own in the subject line - online - f2f - unimportant (for broadcasts and such that I can listen to if I have time, but skip without having to cancel) - marker, which is grey (for when I just block the calendar for travel time or to extend meetings that I expect will drag out in time - important (red, of course) - outside the office This gives a very good view of the day in two seconds.

[@JoseHernandez-up2lx]

Thank you Leila! I really love your content. You have no idea how useful your channel has been to improve my work in so many ways.

[@LeilaGharani]

You're so welcome, José! I'm glad you can implement some of it at your work.

[@vijayarjunwadkar]

Thank you Leila for these super useful tips! Appreciate your zeal and enthusiasm to bring multiple videos on same topics that hold interest and add value. Not an easy job, kudos to you! 😊👍

[@LeilaGharani]

Doing my best 😊

[@tim2154]

wow, just wow! some of the tips I'm like "How can people not know this?" and other tips I'm like "How can I not know this?" :D Thanks for the tips!

[@VeretenoVids]

Oooohhh! I knew all of these except the drag an email to the calendar trick. That'll be super useful for me. Thanks!

[@LeilaGharani]

You're so welcome!

[@RajRaj-su2ju]

Simply awesome!! Learnt a lot. Thank you

[@bakthapuri]

Really I owe you Leila for making me better in all the corners of excel and Office stuff.. Thanks a ton..

[@LeilaGharani]

Happy to hear that!

[@VladimirChernik]

Thank you SO MUCH! I'm really enjoying all your tips and tricks!

[@neilgoodman2885]

Thank you for re-re-teaching OL. Most of my work, as a volunteer is done on the Internet and from home. Importantly, two more concepts are using a TOO SMALL C: drive, and downloading Rufus to C: to build a Bootable USB b/c C: is too small (did I say 2?) I bought a 1T external SanDisk SSD to take all data and apps that won't fit onto C: because of its size. I really wish you could address these issues. Even get back in touch with me. Respectfully, NHG

[@priscillaespinoza430]

You are so amazing! I learned so much from you today. Thank you for taking your time to calmly explain everything. Because of you I will continue to succeed at my job and take it up a notch! 🥰

[@naqibullahihsas5310]

thank you Ms. Ghara! I always watching videos that you prepare indeed it is so useful and gives answer to my question.

[@jefffunnell]

Thank you for all the great tips. I've already used a couple of them and will be sharing this with my team. Great job!

[@LoanKim-ns8yy]

Thanks a lot for your great tutorial. The tip I love the most is using conditional formatting for colour coding.

[@Kate98755]

i have to schedule ongoing meetings, the ctrl c is going to make accuracy so easy. i took an intermediate excel class, but i've forgotten so much...your videos remind and you introduce so much new information, outlook, excel...i need to check out your videos on word. you're improving my work life, 😊👍🏻

[@doriep6315]

I learn a few new tricks. Especially showing outside vendors my calendar was cool!!!

[@LeilaGharani]

Glad you liked it, Dorie!

[@royster3345]

Consider myself a big user of Outlook and liked the fact there are still things to learn. Big user of colour codes, shame that MS recently changed these for more pastel colours that are not different enough. Had to retrain my brain for the new colour scheme, just don't know why they changed it.

[@evangivaldopinheiro3851]

Pool

[@jamajanan]

Uvula⅞

[@missc541]

Everything Microsoft is rubbish! They just change stuff for the sake of changing and it has no benefit to the end user other than for users to waste a lot time trying to find what you are looking for, even the interface is shit

[@vinhvo-ma921]

Great video, thank you! :) You might know this already but you can expand a window to fill the right half of the screen by pressing Windows button + right arrow key (when you positioned the calendar in own window)

[@gianluigiredolfini6154]

Gems indeed very well explained - this is gold thanks LEILA

[@TheDaigoro75]

I always learn something new watching these videos. The send calendar is so useful, I can’t believe I have not seen anyone use it with me before.

[@LeilaGharani]

Glad it was helpful!

[@jeanradko5311]

❤❤❤ Fantastic! Thanks for another video full of great tips!

[@JaylenandBivon]

Great Video!Thank You very much!

[@kdjec16]

Leila! love you my techy angel! woot woot I learned something new again!

[@hazelfernandes6090]

Very Useful. Thank you .

[@FHardee-cl2zn]

Agree with the other comments. Great tips in this video. Thanks very much.

[@LeilaGharani]

Glad you enjoyed it!

[@iawwad]

Can’t believe that I have been working with Outlook for ages now yet the majority of info in the video is new to me ❤️

[@LeilaGharani]

Glad you found something new!

[@nallagayathri2475]

Thank you so much Leila... this video is of great help...

[@fernandamembrive5139]

Thanks for this, I have changed straight away my working hours as I didn’t know how to do it. 👏

[@LeilaGharani]

Wonderful! Glad it was helpful, Fernanda.

[@Nicolas-jx3oo]

Great content, as always, thanks a lot! Talking about week numbers, since years often start in the middle of a week, be careful of what you consider as the first week of the year. It might change depending on who you're talking to. That's why within the options you can select what is the first week of the year, either the one containing the Jan. 1st, the first one having 4 days in it, or the first full week. Pro tip, the ISO 8601 standard states that the first week of the year should be the first one having 4 days.

[@LeilaGharani]

Good point, Nicolas! Thanks for the feedback.

[@ben-jeerpa2166]

Wow, there is always that little trick that I didn't know. I must recognize my master! 🙏

[@alexandervalladares2501]

Thank Leila ... Amazing Videos as always.

[@rkfarmranch8214]

Thank you, your videos are really helpful. You explain things really well, most other outlook videos are too hard to understand yours are really good thank you

[@blackmownkey]

I was blown away by being able to see the weather in the calendar so I went to add it, and it was already selected! I never really looked at that part of my schedule. I did see some other tips that were super helpful and I cannot wait to use them in future.✊🏽👍🏽 Thank you for this video.

[@LeilaGharani]

You are so welcome!

[@emilygafford1156]

@@LeilaGharani I did these steps to get the weather and I didnt show any options. Are you using Windows 10 for this video?

[@FrankJKontz]

Wunderbar erklärt, Leila. Ich überlege gerade, ob ich vom Google-Kalender auf den Outlook-Kalender umsteigen.

[@snjd962]

OMG..... everytime ur video pops up I learn something.... u r AMAZING 👏💖.... Thanks a TON...

[@travel-warrior]

Great tips and so easy, thanks for the valuable info

[@ayaazthaliph2108]

Thanks I need to share this with everyone else in my organisation

[@abuobaydaomer6821]

Amazing,thank you so much

[@abby6458]

Loved this, thank you for making such high quality content!

[@LeilaGharani]

Glad you enjoy it, Abby!

[@serenabolcano1861]

Thank you Leila, as always I learned something new

[@santoshnavale3381]

Extremely Useful insights Leila.

[@LeilaGharani]

Glad you think so!

[@wayneedmondson1065]

Thanks Leila. Good tips to know! Thumbs up!!

[@LeilaGharani]

Thanks for watching, Wayne!

[@KL-v-]

Love your vids, very useful, thank you!

[@gmo709]

Good info. You r a true guru. Thx.

[@milner267]

Wow. This was really helpful. Looking forward to work on Monday, for a change 😅

[@Robot007]

YOU A R E JUST G R E A T!!! Thank you so much!!! Blessings Leila.

[@LeilaGharani]

You are so welcome.

[@carlalewis7868]

This information is by far one of the most useful videos that I have seen in a long time. Thank you. I am sure I will watch it a few more times. :)

[@sguchait]

Thanks Leila..this was useful

[@angchin2135]

Thanks again Leila. Lots of good tips. Awesome clip. So good to view your presentation. 👍👍

[@LeilaGharani]

My pleasure!

[@user-es6dk6yr6z]

Excellent tips! thank you!

[@jenniferh1847]

Extremely helpful video!! As an executive assistant, I work with many calendars. These tips will come I handy to make better use of my time. The multiple time zones feature was very informative. Thanks for sharing all of your insight!

[@LeilaGharani]

You're so welcome, Jennifer!

[@NHS1611]

Super helpful! Thanks!

[@rayshawn7471]

Great video! Options are available that I don't even pay attention too. But I like the weather option.

[@keithbowcott6231]

Brilliant tips, many thanks

[@av8ntexn]

Wow! Your videos are awesome. Just the right amount of details and very useful!

[@LeilaGharani]

Glad you like them, Darin!

[@jehadhaboob3697]

This video is one of the best that I hace ever seen 👍👍👍

[@janpack1569]

These are great tips. Although I was aware of some of them I esoecially love the conditional formatting idea.

[@LeilaGharani]

Glad you enjoyed it!

[@bjworksit1174]

Leila, you are absolutely brilliant!

[@csohrab]

Very helpful Tipps! Thank you, Leila.

[@jurgenvoss8434]

I love your valuable content!!! AMAZING!!!! 👍🏻

[@diegomcdonald]

Great video Leila !! I´m learning a lot from you !!

[@LeilaGharani]

Happy to hear that!

[@supanaratn7558]

This is amazing tips and useful tool!!! Thank you for the tutorial

[@IvanCortinas_ES]

Excellent tricks, some of them will be applied immediately. Thank you Leila!

[@LeilaGharani]

You're so welcome!

[@ianfisher390]

An excellent tutorial! Very well organized, thoughtful, and useful. Thank you!

[@LeilaGharani]

Glad you enjoyed it!

[@thewoodmaster]

I love your videos, all the info is on point and you are very pleasent to listen to. I have little time for chit chat and I never get that from your videos. Just pure knowledge the whole video. Thank You

[@nastymasty8296]

Really great tips. Thank you!

[@001478]

Seeing different time zones is Just what I needed Thank you for sharing your knowledge Your videos are excellent

[@LeilaGharani]

Glad you like them!

[@CAROandJOJO]

I can never remember how to do the auto colour coding in calendar and have to come back to this video The View/Conditional Formatting solution is so great because it colour codes my calendar without me doing anything. It's so frustrating though that we finally get the categories from Outlook coming across to Teams, but the conditional formatting is such a much better solution for colour coding the calendar but it doesn't come across to Teams. Anyway, thank you Leila because I really love the conditional formatting for my Outlook Calendar. Hopefully we will get this functionality in Teams too.

[@jegobpi1539]

Super helpful, didn't know these tricks existed in Outlook.

[@dhanushjay]

Amazing and very informative video. Thanks a ton.

[@paraskhona]

Awesome Leila, I always learn few tips from watching your vid. Thx for sharing!

[@LeilaGharani]

My pleasure!

[@zinniastardustgaming2860]

Thank you for sharing!

[@najrenchelf2751]

You are a hero Leila! 😃

[@hkr1147]

Great lesson, thank you verry much

[@carlospatarroyo210]

Great Leila. Thanks so much. Very helpful!

[@LeilaGharani]

You're so welcome, Carlos!