Summary
This guide provides step-by-step instructions on how to add, customize, and manage calendars within Outlook. Whether you need to overlay calendars for a comprehensive view of your schedule, change calendar colors for better visual differentiation, or reorder and remove calendars to suit your preferences, this article covers all the essential tasks. Additionally, it addresses scenarios where access is granted to ensure continuity of duties when someone is on leave or has left the company.
Target Audience
Everyone
Steps for adding a Shared Calendar to your Outlook Client
Adding Calendars:
- Open Microsoft Outlook on your computer.
- Click on the "Calendar" icon in the bottom left-hand corner of the screen.
- In the top ribbon, click on the "Home" tab.
- In the "Manage Calendars" section, click on the "Add Calendar" button.
- Select the type of calendar you want to add, such as "From Internet", "From Address Book", or "Create New Blank Calendar".
- Follow the on-screen instructions to add the calendar you selected.
Customizing Calendars Colours:
- Right-click on the calendar name in the "Manage Calendars" section.
- Select "Color".
- Choose the color you want to use to represent the calendar.
Overlaying Calendars:
- Click on the "View" tab in the top ribbon.
- In the "Arrangement" section, click on the "Overlay" button.
- If you have additional calendars to "Overlay" select the calendars you want to "Overlay"
- Click on the "Overlay" button again
- Repeat as needed.
- The calendars will now be displayed on top of each other in the same view.
- You can also click the left point arrow to the left of the Calendar's name
Removing Calendars:
- Click the X at the top right of the calendar you want to remove.
- The calendar will no longer be displayed in the overlay view.
Changing the Order of Calendars:
In Outlook for Microsoft 365, you can change the order of your overlayed calendars by dragging and dropping them in the "My Calendars" section on the left side of the screen. Here are the steps:
- Look for your list of Calendars in the bottom left-hand corner of the screen.
- You should see all of the calendars that you have added and categorized such as: "My Calendars", "Shared Calendars", etc
- To change the order of your overlayed calendars, simply click on the calendar you want to move and drag it up or down in the list.
- Drop the calendar in the desired position.
- Once you have changed the order of your overlayed calendars, you should see the changes reflected in the calendar view.
Overlaying multiple calendars in Outlook is a simple and effective way to manage your schedule and keep track of important events. By following the steps above, you can easily add, customize, and remove calendars in the overlay view.
Step for adding a Shared Calendar in Outlook on the Web (OWA)
Steps to Access a Shared Calendar
1. Open Outlook on the Web
- Navigate to Outlook on the Web by entering the following URL in your browser:
https://outlook.office.com
- Sign in using your Microsoft 365 account credentials.
2. Navigate to the Calendar
- Click on the Calendar icon located in the bottom-left corner of the screen.
3. Add a Shared Calendar
- In the left pane under My Calendars, click on Add Calendar.
- Select Add from Directory from the menu.
4. Search for the Calendar
- In the From directory field, type the name or email address of the person whose calendar you want to add.
- Select the correct name from the search results.
5. Add the Calendar
- Click Add to include the shared calendar in your list.
6. View the Shared Calendar
- The shared calendar will appear under Other Calendars in the left pane.
- Click on the calendar's name to display its contents.
Customizing and Managing the Shared Calendar
Overlay Calendars
- To view the shared calendar alongside your own, click on the arrow next to the shared calendar’s name to overlay it.
Remove a Shared Calendar
- To stop viewing a shared calendar, right-click on its name and select Remove.