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Creating and working with multiple calendars

From: Outlook 2010 Essential Training

Video: Creating and working with multiple calendars

It seems like there's so much to do and so little time to do it with. Microsoft must have realized that many of us are pulled in multiple directions when they added the ability to work with multiple Calendars in Outlook 2010. We're going to start by going to the Calendar area in Outlook, and we do that by clicking the Calendar icon in the Navigation bar. You can see I've already created one calendar, a personal one, to house all of my personal life. And I could switch between the calendars by clicking on one calendar and deselecting another.

Creating and working with multiple calendars

It seems like there's so much to do and so little time to do it with. Microsoft must have realized that many of us are pulled in multiple directions when they added the ability to work with multiple Calendars in Outlook 2010. We're going to start by going to the Calendar area in Outlook, and we do that by clicking the Calendar icon in the Navigation bar. You can see I've already created one calendar, a personal one, to house all of my personal life. And I could switch between the calendars by clicking on one calendar and deselecting another.

Now that worked pretty well, and I'd like to set up a few more calendars. So this time I'm going to go back to calendar, I'm going to do a right-click on that calendar and create a new one. And I'd like this calendar to cover all my business appointments, so I'm going to call it, quite simply, Appointments, and I click OK. You can create as many calendars as you need. So I'm going to create another calendar, and once again I do a right-click on Calendar and go down to New Calendar, and I'm going to call this calendar Office Meetings, because I find that I get in trouble if I don't show them up.

Finally, I'm going to create a calendar for the Office Holidays, because that's something I want to make sure that I don't miss. So I go back to calendar and create another New Calendar, and I'm going to call this one simply, Office Holidays. No that works pretty well so far, but one thing bothers me; it 's a little bit confusing, and I'd like to actually group those calendars together. Well guess what? Outlook lets me group calendars. So I can do that by going up to the My Calendars area and right-clicking and I see the option, New Calendar Group.

So I'm going to make a new group of Business Calendars. I'm going to click New Calendar Group and call this group Business. Now to add calendars to the Business group, I just need to drag them into that group. So I'm going to take Office Holidays, drag it down to Business, the Office Meetings, drag it to Business, and also the Appointments. From this point forward, if I want to look at all of my Business Calendars together, I can simply click the Business check box; I'm now seeing all the calendars at the same time.

Now sometimes Outlook will automatically change the view, so that you can see all your information at one time; for example, if I add in the Personal Calendar, it now switches me over to the Schedule view to make it easier to schedule appointments. Now there is a couple of other things that I can do with my calendars. For example, I just don't like the name Personal for my Personal Calendar; it just doesn't have a lot of zest to it. So I'm going to give that Personal Calendar a little bit more pizzazz, by giving it a right-click and going down to Color and give it a nice perky shade of yellow.

There, that's better. But I might want to take this exercise a little further and rename that calendar. So this time I'm going to do a right-click on the Personal calendar > Rename Calendar. I'm going to rename this calendar to Fun Stuff to remind me of all the fun stuff that there is outside of my business world. Now one of the nice things about having multiple calendars is that I can superimpose the two calendars on top of each other. In this exercise I'd like to see my Work Week.

And right now, I'm seeing them side by side. So I see that I have certain personal responsibilities and business responsibilities. You'll notice this left-pointing arrow. What I'm going to do is give it a click, and I am now seeing my two calendars overlaid on top of each other. And you'll notice my regular calendar items are in blue, and my fun stuff activities are in yellow. And I can see when I've scheduled something for the same time slot. Now I can add additional calendars to the overlay by selecting the calendar and then adding it to the overlay.

If I want to separate the calendars, I can either close to calendar by clicking the x, or I can divide the calendar by clicking the Overlay button again, which is now pointing to the right. Although Outlook can't do your chores for you, it can help keep you a bit more organized, and you'll not have to worry about scheduling more than one thing at a time.

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This video is part of

Image for Outlook 2010 Essential Training
Outlook 2010 Essential Training

45 video lessons · 40647 viewers

Karen Fredricks
Author

 
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  1. 1m 14s
    1. Introduction
      1m 14s
  2. 9m 46s
    1. The Outlook interface
      2m 46s
    2. Starting Outlook
      2m 35s
    3. Setting up IMAP/Exchange accounts
      2m 0s
    4. Setting up POP accounts
      2m 25s
  3. 33m 47s
    1. Introducing contacts
      2m 14s
    2. Adding contacts
      6m 7s
    3. Working with business cards
      4m 42s
    4. Viewing contacts
      5m 31s
    5. Searching for contacts
      3m 13s
    6. Creating contact folders
      6m 33s
    7. Creating contact groups
      5m 27s
  4. 21m 24s
    1. Introducing email
      2m 1s
    2. Finding the inbox
      3m 18s
    3. Reading email
      3m 12s
    4. Flagging and categorizing messages
      5m 9s
    5. Organizing messages with folders
      3m 7s
    6. Searching for messages
      4m 37s
  5. 23m 56s
    1. Creating new messages
      4m 48s
    2. Formatting a message
      4m 0s
    3. Replying and forwarding
      2m 54s
    4. Adding attachments
      2m 50s
    5. Working with signatures
      4m 1s
    6. Working with autocorrect and quick parts
      5m 23s
  6. 12m 23s
    1. Setting up protection levels
      5m 34s
    2. Sending spam to the trash pile
      2m 25s
    3. Recovering messages from the spam folder
      4m 24s
  7. 22m 51s
    1. Introducing Calendar
      3m 26s
    2. Creating appointments
      4m 49s
    3. Creating meetings
      4m 7s
    4. Creating and working with multiple calendars
      4m 22s
    5. Setting events and holidays
      6m 7s
  8. 36m 35s
    1. Deleting items from Outlook
      3m 52s
    2. Configuring options
      4m 25s
    3. Using the Conversation view
      3m 34s
    4. Quick Steps
      5m 57s
    5. Setting rules to handle incoming email
      4m 47s
    6. Using drag and drop
      3m 26s
    7. Cleaning up your inbox automatically
      5m 48s
    8. Managing Outlook data
      4m 46s
  9. 12m 52s
    1. Outlook Social Connector
      3m 7s
    2. Subscribing to blogs
      2m 50s
    3. Creating notes
      2m 33s
    4. Creating and organizing tasks
      4m 22s
  10. 28s
    1. Goodbye
      28s

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