Easy-to-follow video tutorials help you learn software, creative, and business skills.Become a member
The Outlook Calendar has a lot of great features. But let's start with the brief tour of the interface. To access your calendar, select Calendar from the navigation bar. Now once you are in the calendar, let's go over what all these things are, clockwise. To start out with the ribbon, from the HOME ribbon tab here's where you can create a New Appointment or a New Meeting. We'll come over here to the Arrange tab and here is where you can change how you're looking at your Work Week. The view that you're in is always going to be highlighted here. So right now we're set to Work Week, which is a Monday through Friday view.
I can click Day and only see today's worth of appointments, or Week which is going to show me seven days Sunday through Saturday, an entire month's worth of appointments, or a flat Schedule View of what's on my calendar. I'm going to keep at Work Week because I find that one the most useful to me. So over here, we can share our calendar and we will be talking about those in later videos. I'm going to come all the way to the left-hand side and here's where I can toggle on and off the calendars that I'm looking at. For example, right now I have two calendars, I have My Outlook Data file calendar and my Exchange calendar.
They are two different colors and I can toggle them on and off at anytime to see them. I do have to always keep at least one of them visible though. Right on top of that is the date picker. Here is where I can select the date range that I'm actually looking at. Because I'm in a Work Week, you'll notice that it's highlighted the five days that it's currently showing on my calendar. These days are going to change depending on what I've selected up here. For example, if select Week, now it's selecting the entire week.
I can change the view that I'm looking at by clicking on the arrows next to the date, and I can go ahead in time or back in time as I see fit. The bottom calendar will always be one month ahead and this is really useful when I'm looking at appointments that are the end of the month before it. I can instantly go in and see what's in the next month. If I find myself lost in my calendar, and I've gone ahead and I need to get back to today, from the HOME ribbon tab at any point in time, I can always click on Today. And it's going to take me back to today.
Moving into the calendar itself, the first thing you'll probably notice is the weather bar at the top of the screen. You can actually change what city it's pulling the whether from by clicking the down arrow and choosing Add Location. You can put in your town hit Enter and when it finds your town, just select it. I can change what city I'm looking at at any point in time by selecting it from the list. In the calendar itself is where all my appointments are.
I can go back and forth to whichever Outlook data file it's going to be active by selecting it from this top interface here. Here's where I can see my appointments. They're overlaid on top of each other in different colors. This is a dentist appointment from my Outlook data file. The padlock next to it means it's private. That means if somebody is opening my calendar from another computer, they won't see this appointment. Here is all my meetings from my Exchange calendar and they are all in blue. You'll notice that there is a bar next to the calendar appointment on the left- hand side that tells me about the appointment.
For example, the blue bar means I've set myself to be busy at that time. The blue one wide striped horizontal bar means that it's marked as tentative on my calendar. How wide the appointment is depends on how wide it is in my calendar. For example I can see in these time slots that this appointment is only half an hour long. While this one is a full hour. If I hover my mouse over the appointment it will tell me a little bit more about the appointment. Now there's two more things I want to show you.
Coming up here to the VIEW ribbon tab, there's two things I can change. The first is that time scale, which shows me the duration of my appointments, I can click on time scale and change what I'm actually looking at. This is going to help me if I have a lot of appointments or few appointments. It's all going to depend on my preference, the default is 30 minutes. Now the last thing I want to show you is this Overlay button. Right now, I'm looking at my two data files on top of each other right next to each other in the view.
If I uncheck Overlay, now I'm looking at my two appointments side-by-side. You'll notice the week view stays the same, except instead of being on top of each other, they're right next to each other. If I want to change this view at anytime, I can simply come back to the VIEW ribbon tab and check Overlay and I'll get right back to the way it was on top of each other. Now you may also notice this blue horizontal bar going through your calendar, this is going to change over the course of the day, because it's to indicate what the current time is on your computer.
So that's a brief overview of your Outlook calendar. Up next, let's start creating some appointments.
Get unlimited access to all courses for just $25/month.Become a member
Access exercise files from a button right under the course name.
Search within course videos and transcripts, and jump right to the results.
Remove icons showing you already watched videos if you want to start over.
Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.
Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.
Your file was successfully uploaded.