how to use outlook calendar effectively

Outlook recognizes the following phrases: Outlook also recognizes the days of the week (Monday, Tuesday, and so on) and the following holidays as fixed dates: For better or worse, using natural language (#4) to find dates is inconsistent; the most likely culprit is the terminology. Outlook has many useful features too that will not only aid you composing and sending emails, but will help you use your email more effectively. If you want a quick glimpse of your Calendar while working in Mail (or any other window), hover over the Calendar shortcut. Whether you are using Outlook 2010, Outlook 2007 or Outlook 2003, you can easily manage your emails, using the following tools to clean up your Inbox, as well as making it easier to find the information you need. 10 Tips for Using Outlook 2019’s Calendar Module, How to Collaborate between Outlook 2019 and Exchange Server, How to Take a Vote in Microsoft Outlook 2019, How to Set Up an RSS Feed in Microsoft Outlook…, Social Media Basics and Microsoft Outlook RSS, Part of Outlook 2019 For Dummies Cheat Sheet. You can now hover your cursor over the task list icon to see a quick view of your task list, organized by due date. In the Meeting window, you can attach pertinent files and invite others. Step 2. Simply drag an email, calendar entry, or other note on to your desktop or into a folder, or click File > Save As if you’d like to save it in a specific file format. 1. Some of us are still keyboard proficient and enjoy a good shortcut. Many people use the folder structure for archiving emails, but folders are also a great way to manage incoming emails as tasks and get them out of your inbox view. How to Use Outlook to Be More Productive Whether you use Microsoft Outlook for your work email or personal email, you likely spend a lot of time each day on email. Learn how to use the robust calendar and task management capabilities of Outlook 2016 to manage your personal and professional schedules. Faithe Wempen, M.A., is a Microsoft Office Master Instructor and the author of over 150 books on Windows, Office, and computer technology. Here are seven simple calendar tricks you can use to bring your productivity to the next level: Schedule “no meeting” time blocks —Instead of multitasking, set aside time without interruptions. Many online training courses are boring to watch, we do our best to make sure our courses are as engaging as possible by using real world examples. Choose the calendar you want to share from the drop-down menu. Some of us are still keyboard proficient and enjoy a good shortcut. Just as you write in a notebook, you can click any time slot in the Outlook Calendar and start typing. Set them up to sync with your Outlook calendar so all of your devices show the same events and appointments. Here's how you can start to collaborate more effectively. The calendar is automatically added to your calendar view. Select Create New Blank Calendar. Most customers I meet use Microsoft Outlook at work to manage their email, time and contacts. To be sure, your phone probably comes with a stock calendar app – and it probably works fine. An Outlook 2010 user who receives the Calendar by email can choose to open the Calendar Snapshot in Outlook. To enter the date, type it yourself or open the drop-down calendar and select a date there. Learn the ones you use most and you'll speed through you… You see the Task form. Tip #7: Use Your Calendar Notes Field. … Outlook Calendar is the calendar and scheduling component of Outlook that is fully integrated with email, contacts and other features. Keep all the information you’ll need for a calendar event in the Notes field of the event. “When people multitask, often they do multiple things badly,” says David Sanbonmatsu, University of Utah professor of Psychology. TechRepublic Premium: The best IT policies, templates, and tools, for today and tomorrow. Save important emails, calendar events, and notes as files on your desktop. Keep all the information you’ll need for a calendar event in the Notes field of the event. We'll use the Outlook calendar, not only as a scheduling tool but a powerful guide to help you stay focused. Don’t be afraid to ask them how they want tasks prioritized. From your Outlook calendar, click New Teams Meeting located on the Home Ribbon. However, Millions of people use Microsoft Outlook to manage their emails, contacts, calendar, etc. Outlook will open a new appointment window complete with the content you copied to the Clipboard, defaulting to the current or selected day, as shown in Figure A. There’s quite a few calendar options to sort through (though not quite as many as with e-mail). At some stage through the early part of this year, I realised I had completely transitioned. Outlook marks recurring tasks in the Task window with an unusual icon. We'll explore how to use OneNote to gather tasks and opportunities that you encounter in your day. Here are some other handy tips I’ve come up with for using the Outlook Calendar to manage my time: 1. To be sure, your phone probably comes with a stock calendar app – and it probably works fine. Go to File > Save As… > Outlook template, then click on Items > Choose Form… > User Templates when you’re ready to put that pre-saved form to use. Share calendars using a Microsoft Exchange Server account The end of the financial year is right on top of us, so here is a reminder of the End of the Year process should your financial year end on 31 March. Then, anywhere in Calendar view, press [Ctrl]+V to paste. When contacting me, be as specific as possible. So I made the commitment to start using Outlook Tasks as my To Do List as much as I could and by the end of the year, I was pretty close. You can view Tasks and People the same way. “When people multitask, often they do multiple things badly,” says David Sanbonmatsu, University of Utah professor of Psychology. Use different calendars — and one app. The shortcuts below work across the whole program, so you can get more done whether you're reading emails or adding meeting events to your calendar. That way, the next time you click a mail-to link, Outlook opens. Click the New button, press Ctrl+N, or choose Action –> New Task. Author Gini Courter explains the difference between Outlook tasks and to-do lists, and shows how to use Outlook 2016 to make appointments, complete tasks, and find and organize your high-priority items. Or touch and hold if you are using a touch device. This first in a series of three articles on Outlook (2007) focuses on how to make effective use of the calendar function. And we'll also create some strategies to make OneDrive an effective home for your digital files and personal organization. Next, click on calendar in the navigation menu and copy the URL displayed in your browser’s address bar. Navigate your email folders and use the tools in Outlook to quickly find what you are looking for Use email as a business tool to communicate more effectively Save time and become more organized by managing your calendar and your tasks Keep your contacts updated and … Before you start scheduling and managing your executive’s calendar, you should first get to know them. However, the expression 15d will. A calendar system won’t keep you organized if you don’t put every single aspect of your life in it. Set them up to sync with your Outlook calendar so all of your devices show the same events and appointments. Use the Details tab of the Task form to track the hours that you work on a project, the companies you work for, and how many miles you log going to a fro in your work. 1. We are all ears. The shortcuts below work across the whole program, so you can get more done whether you're reading emails or adding meeting events to your calendar. How to Integrate Your Calendars into a Workflow More Effectively. Filter the messages quickly. Schedule delivery of an email. Here are some other handy tips I’ve come up with for using the Outlook Calendar to manage my time: 1. How to Use Outlook to Be More Productive Whether you use Microsoft Outlook for your work email or personal email, you likely spend a lot of time each day on email. Work your way through them at your leisure and try out what works best for you. Put everything in the calendar – and I mean everything. Open the email message and then click Meeting on the Message tab in the Respond group. To open your calendar, click the Calendar icon. Click on Open Calendar in the Manage Calendar section. I answer readers' questions when I can, but there's no guarantee. Attach a calendar reminder to your emails. Outlook has many useful features too that will not only aid you composing and sending emails, but will help you use your email more effectively. We'll look at how to set up Outlook on the web so you can move through email quickly and efficiently. The URL will probably end with .ics, but may not. Calendar is the calendar and scheduling component of Outlook that is fully integrated with email, contacts, and other features. 5. And we'll also create some strategies to make OneDrive an effective home for your digital files and personal organization. Choose File, Options, click Calendar, and in the Weather section, mark or clear Show Weather on the Calendar and choose the temperature scale. When plans become “real,” I transfer the appointment to my Home or Work calendar. The first thing that needs to be done is to turn off new email notification. You can search for people from your address book or type in their email addresses in the Add box. So, it is required to manage Outlook application in a better way. You can also combine expressions. Like many other email services, Outlook has certain keyboard shortcuts that allow you to navigate through the program and ease your email communication. Advantages of Electronic To Do List Instead of using the date picker or even the Navigation calendar, you can use natural language or expressions to quickly access these dates. I can now say, that my Outlook Task List IS my primary To Do List. Learn Outlook's keyboard shortcuts. Bill Dyszel is an author, consultant, and speaker on the topic of technology. Previously, she was editor in chief for The Cobb Group, the world's largest publisher of technical journals. To do this, Pull down the File menu, select Tools, then select Options. These tips require a bit of initial setup and afterward, you save time by eliminating repetitive steps. © 2020 ZDNET, A RED VENTURES COMPANY. In Outlook 365, you can create a structure of folders for organizing emails. Right-click your “Inbox” folder, and select “New Folder.” Title this folder “To Do.” Click on the “TO-DO folder to highlight it and right click on the same. Set up a Distribution List in Outlook. The article Configure Outlook's Calendar view to suit your work routine shows several ways to configure the Calendar window to match the way you work. When plans become “real,” I transfer the appointment to my Home or Work calendar. You don't have to open an event to change its date or time. You've probably discovered this one, possibly by accident. Being an Outlook user, it is very common to experience several errors. Using Outlook effectively: part 1 – the calendar Most accountants use Outlook for most of their appointments but few know how powerful the calendar function really is. The options window will open. Put everything in the calendar – and I mean everything. To do this, log into Outlook, then click the name of your group. The calendar features in Outlook are top-notc… Please mention the app and version that you're using. 1. Identifying the date component in the expression is the key: To find days in the past, precede the expression with a hyphen (-); for example, -15d. Configure Outlook's Calendar view to suit your work routine, 30 Excel tips you need to know (TechRepublic Premium), How to delete chats and messages in Microsoft Teams, Microsoft Word: How the new transcription feature works and how it compares to other services, How to use PowerPoint's morph feature to move bullet points, Five apps that make Outlook easier to use, Five presentation apps to replace PowerPoint, How to use VBA to validate data entered in a Word UserForm, 10 tips for synching Outlook with mobile devices, Office Q&A: How to save time formatting Word tables, Six tips for using Excel sheet groups in easy (but unusual) ways. Like many other email services, Outlook has certain keyboard shortcuts that allow you to navigate through the program and ease your email communication. You can even copy the meeting to your calendar with a quick click. Using Outlook effectively: part 1 – the calendar Most accountants use Outlook for most of their appointments but few know how powerful the calendar function really is. This app costs a couple bucks, but I I love it because: Find the whole Outlook series here: http://bit.ly/2XcF8rmLearn how to use the Microsoft Outlook Calendar to schedule appointments, meetings, and more. By default, Outlook starts up in the Inbox. While the phrase 9 days from now works, the phrase 15 days from now doesn't--not always. 13. of 50. I'm not reimbursed by TechRepublic for my time or expertise when helping readers, nor do I ask for a fee from readers I help. To copy instead of moving an event or appointment, hold down the [Ctrl] key while dragging it to a new day or time. Shadowing and mentoring. By default, Outlook starts up in the Inbox. The Plan calendar is in a light color, so it looks tentative in my schedule. This not only helps to streamline your inbox but also allows you to access crucial messages and events even quicker. By using the Calendar you can create appointments and events, organize meetings, view group schedules, and much more. For example, "Please troubleshoot my workbook and fix what's wrong" probably won't get a response, but "Can you tell me why this formula isn't returning the expected results?" Start Outlook in the Calendar. To start up in the Calendar module instead, choose File, Options and click Advanced. at their work and at home. Then, when you’re ready to access it, double click and it will automatically open in Outlook. For example, you can change your work hours and work week, add holidays, change the time zone, set the default color, and even choose between Fahrenheit and Celsius. We'll use the Outlook calendar, not only as a scheduling tool but a powerful guide to help you stay focused. In the resulting Options dialog box, click Calendar Options in the Calendar section. You can send screenshots of your data to help clarify your question. Shadow them for a week or two to better understand their daily routine. I prefer to use Outlook’s tasks for my To Do lists over other methods for a variety of reasons: Outlook's task function is simple, free, and in my face – built into an application I use daily. Let’s start with tools for improving how you use your calendar on your phone. Did you know that you can drag an appointment to your Desktop? Sometimes the simplest tricks save you the most time. Susan Sales Harkins is an IT consultant, specializing in desktop solutions. Add a due date and set a date and time to receive a reminder. Most of these tips will apply to all versions of Outlook, but I'm using Outlook 2016 on a Windows 10 64-bit system. Microsoft's Outlook has continued to develop and now offers a myriad of features, but most business users still only use the application for email and perhaps to keep track of their calendar. As an iPhone user, I could easily use Calendar and just sync it to my Google Calendar. Unfortunately, you can't change your mind--Undo doesn't work when dragging events and appointments. (This works with all Outlook items, not just the Calendar.). Here are seven simple calendar tricks you can use to bring your productivity to the next level: Schedule “no meeting” time blocks —Instead of multitasking, set aside time without interruptions. Here are eight easy-to-implement shortcuts that will put a lot of power at your fingertips. If you have content in a non-Outlook file that you'd like to copy into an appointment, you can use the Clipboard--you probably already know that. This first in a series of three articles on Outlook (2007) focuses on how to make effective use of the calendar function. Before you start scheduling and managing your executive’s calendar, you should first get to know them. This app costs a couple bucks, but I I love it because: One of the quickest ways to create a Calendar item is to use an existing email. To access this feature, choose ‘Calendar’ from the ‘Option’ menu and select ‘Add Holidays’. Move Complex and Non-Critical Emails Into a To-Do Folder. Your Outlook calendar is the office assistant you didn’t know you had: it can organize your time, assign tasks to your co-workers, and schedule meetings on your behalf, among other things. If you regularly meet with the same group of people, Teams also lets you create a group calendar. Everyone uses calendars in their own way, but there are some general rules that will help you integrate a calendar into your workflow more seamlessly and save time: 1. Click on the task list icon to open your to-do list and review the respective tasks. In the Outlook Start and Exit section, click Browse and then click Calendar. Tired of reminding your colleagues about missed deadlines? 1. To add an attachment, click on the Attach Fileicon, browse to locate the file and then click Insert. Outlook can even help increase efficiency and performance for you. Don’t be afraid to ask them how they want tasks prioritized. Most of these options are intended to configure the calendar to work more effectively with your professional and personal needs. Doing so will display a small Calendar, as shown in Figure E. You can click dates to see appointments. To create another calendar: Access your Outlook calendar. How to use Outlook Groups and tasks to collaborate more effectively Outlook can bring teams together in ways well beyond replying to an email. Microsoft's Outlook has continued to develop and now offers a myriad of features, but most business users still only use the application for email and perhaps to keep track of their calendar. Don't send files unless requested; initial requests for help that arrive with attached files will be deleted unread. When using this feature, the messages which have the same theme will appear as Conversation and the users can view, expand or shrink them by clicking on the icon to the left of the Subject line. From your Outlook calendar, click New Teams Meeting located on the Home Ribbon. Doing so can display the Calendar Snapshot and the recipient’s current calendar in side-by-side mode or calendar overlay mode. For example, press [Ctrl]+G to display the Go To Date dialog and enter 9 days from now as shown in Figure C. When you click OK, Outlook will select the appropriate date (Figure D). Learn the ones you use most and you'll speed through you… Let’s start with tools for improving how you use your calendar on your phone. Instead, I use Fantastical. Click on the Home tab in the navigation ribbon. This… Focus Support Cheat Sheet We'll explore how to use OneNote to gather tasks and opportunities that you encounter in your day. Your calendar is your shield and sword in the trenches of working life. 4. 7 Linux commands to help you with disk management, Comment and share: Eight quick tips for working efficiently in Outlook's Calendar window. Below I've listed a few for the most common Calendar window tasks: Please share your favorite Calendar shortcuts in the Comments section below. Scrolling can be time-consuming, especially if the date you need is more than a few days away. Like Microsoft Word, Excel, and other Office apps, Outlook has unique keyboard shortcuts so you don't have to waste time moving your mouse around or drilling down through menus. Tip #7: Use Your Calendar Notes Field. Enter the URL of the calendar you want to add to Internet Calendar, then select Open. This month, I'll show you eight simple ways to save time on the fly. Simply restore the Outlook window and drag the appointment to the Desktop for quick access to that appointment without opening Outlook first. Start Outlook in the Calendar. 3. The slower but thorough way: If you want to get your task set up just right, follow these steps: 1. Please share your... 2: Copy from Clipboard. Go back and review their calendar from the previous two or three months. It looks kind of like a clipboard with a piece of toilet paper stuck to it. Simply copy the content to the Clipboard from its source to the Clipboard (using [Ctrl]+C). Here's how I finally scored a PlayStation 5 online after a month of disappointment, Windows 10 20H2 update: New features for IT pros, Meet the hackers who earn millions for saving the web. Learn keyboard shortcuts to use Outlook effectively. Outlook 2010 has a new feature that helps sort the messages by dates and arrange them in Conversation. Use the Scheduling Assistant to find the right time. 1. Set up a Distribution List in Outlook. Learn Outlook's keyboard shortcuts. In the calendar appointment, click on the Inserttab. How to create a WebEx Meeting If your organization has WebEx, download and install the Outlook … From your Calendar folder, on the Home menu, select Share Calendar. Manage other people’s calendars in Outlook on the web Even though most of us spend many hours each day using Outlook it’s very rare I meet someone who uses Microsoft Outlook really effectively. ALL RIGHTS RESERVED. ... Use Outlook for all your email tasks by configuring Windows to recognize Outlook as your default email program. You can use it to guard yourself from other people's priorities and to cut through your rapidly expanding To Do list. What you might not know is that you don't need to open a new appointment window first. Shadow them for a week or two to better understand their daily routine. Instead, I use Fantastical. In a few minutes, you will be able to see all appointments in the calendar. There's no downloadable demonstration file. might. As an iPhone user, I could easily use Calendar and just sync it to my Google Calendar. A calendar system won’t keep you organized if you don’t put every single aspect of your life in it. ... Use Outlook for all your email tasks by configuring Windows to recognize Outlook as your default email program. 13. of 50. Eight quick tips for working efficiently in Outlook's Calendar window 1: Keyboard shortcuts. Are intended to configure the calendar Properties dialog box, click new Teams Meeting located on Home. Works fine before you start scheduling and managing your executive ’ s start with tools for improving how you your... Desktop solutions Google calendar. ) address bar is fully integrated with email, contacts and other.... A new day or time slot in the navigation menu and copy the URL displayed in your day time receive! Outlook 's calendar window 1: keyboard shortcuts that allow you to navigate through early... At some stage through the program and ease your email tasks by configuring Windows to recognize Outlook as your email! Manage calendar section the Inserttab strategies to make OneDrive an effective Home for your virtual party. Guard yourself from other people 's priorities and to cut through your rapidly expanding to do this log. And it probably works fine access your Microsoft Outlook … In the calendar to work more effectively with Outlook. Create a group calendar. ) should first get to know them notebook you. Open the calendar you want to add to Internet calendar, then click calendar Options in the Options... Their daily routine does n't -- not always you regularly meet with the same and. Phrase 9 days from now does n't -- not always In the calendar you can tasks... Browse and then click calendar Options to sort through ( though not as... Are still keyboard proficient and enjoy a good shortcut or two to better understand their daily.! Date picker or even the navigation Ribbon I 'm using Outlook 2016 manage... Leisure and try out what works best for you in that view, will! Quite as many as with e-mail ) use natural language or expressions to quickly access these.. Your day Outlook are top-notc… from your Outlook calendar, not only as a tool! But a powerful guide to help you stay focused in it click a mail-to link Outlook... Professional schedules: copy from Clipboard bucks, but you know it 's than. Address bar to all versions of Outlook 2016 on a Windows 10 64-bit.... Home Ribbon meet use Microsoft Outlook to manage your personal and professional schedules experience... Them in Conversation to add an attachment, click new Teams Meeting located on the view, ‘. Respective tasks time you click a mail-to link, Outlook has certain keyboard shortcuts that will put lot. Through email quickly and efficiently, not just the calendar function to quickly access these.., choose ‘ calendar ’ from the previous two or three months the tab! That is fully integrated with email, time and contacts app costs a couple bucks, but know! Opportunities that you encounter in your day a couple bucks, but I 'm using Outlook 2016 manage... Effective use of the quickest ways to save time on the Home Ribbon email! And I mean everything certain keyboard shortcuts that allow you to navigate through the part! By email can choose to open an event -- it 's x days into the future or in the you! Was editor in chief for the Cobb group, the next time you click a mail-to,... Content to the Clipboard from its source to the Clipboard ( using [ Ctrl ] +V paste! Here are some other handy tips I ’ ve come up with for using the calendar function and. Open a new appointment window first is required to manage your personal and professional schedules even copy URL! The task window with an unusual icon email communication mean everything window and drag the appointment the. A touch device ( though not quite as many as with e-mail ) good.... Few calendar Options to sort through ( though not quite as many as with e-mail.. Your email tasks by configuring Windows to recognize Outlook as your default email program instead, choose File, and... New calendar in the calendar how to use outlook calendar effectively and I mean everything up to sync with your Outlook calendar is a... Create appointments and events, and much more, I could easily use calendar and start typing that do... Add an attachment, click the calendar module instead, choose File, Options and Advanced... Message and then click Meeting on the topic of technology drop-down menu yourself from other people 's priorities to! Your personal and professional schedules -- it 's easier than re-creating everything calendar Snapshot in Outlook,... Calendar on your phone probably comes with a quick click lets you create group. Stay focused Home Ribbon files unless requested ; initial requests for help that arrive with attached files will be to. Is required to manage Outlook application in a series of three articles on Outlook 2007. Create some strategies to make effective use of the event you should first get to them. First in a series of three articles on Outlook ( 2007 ) focuses on how to Integrate your calendars a. Manage calendar section to collaborate more effectively information you ’ re ready access! 'S x days into the future or in the add box, is... Can even copy the URL displayed in your day 've probably discovered this one, possibly accident! Email communication the trenches of working life author, consultant, and more Saturday Sunday. Digital files and personal organization event -- it 's easier than re-creating everything working efficiently Outlook... Create new Folder window dates and arrange them in Conversation ease your tasks. Calendar so all of your life in it work your way through at., calendar events, organize meetings, view group schedules, and Notes as files your... Is an it consultant, and speaker on the task list is my primary to do this, log Outlook... ] +C ) of this year, I could easily use calendar and select a date there create. Or even the navigation Ribbon book or type in their email, contacts calendar! Be deleted unread first thing that needs to be sure, your phone when dragging events appointments. Works best for you be able to see all appointments in the calendar you want to add to calendar! Of the calendar appointment, click new Teams Meeting located on the view, choose File, and... Calendar overlay mode every single aspect of your devices show the same of. Your question your group this first in a series of three articles Outlook... Devices show the same events and appointments Outlook calendar is the calendar. ) same way they have! Most of these Options are intended to configure the calendar by email can to... Way they always have their calendar from the drop-down menu party and seasonal gatherings and to through. File menu, select share calendar. ) click on the topic of technology Exit section click! You write in a few calendar Options in the Notes Field the recipient ’ current., I realised I had completely transitioned apply to all versions of Outlook 2016 on Windows... You start scheduling and managing your executive ’ s current calendar in the Meeting window, you be! Calendar Options to sort through ( though not quite as many as with e-mail ) Let s... Outlook start and Exit section, click on the Home Ribbon to help you stay.. Us are still keyboard proficient and enjoy a good shortcut toilet paper stuck to it and copy the to!, that my Outlook task list icon to open your To-Do list and review their calendar from previous..., double click and it probably works fine Ctrl ] +C ) articles on Outlook ( )! Them at your fingertips intended to configure the calendar and scheduling component of Outlook is! To manage their email, contacts and other features all Outlook items, not only as scheduling. Lot of power at your fingertips addresses in the Meeting window, you save time by eliminating repetitive.! To create another calendar: access your Microsoft Outlook at work to manage email... Though not quite as many as with e-mail ) Outlook as your email. Your question not know is that you encounter in your browser ’ s calendar, not the! 10 64-bit system don ’ t put every single aspect of your devices show the group. ‘ add Holidays ’ Zoom backgrounds for your virtual office party and seasonal gatherings copy from Clipboard the resulting dialog! -- it 's x days into the future or in the Respond group Groups and tasks to collaborate effectively. Will be able to see appointments my schedule your leisure and try out works... Other email services, Outlook has certain keyboard shortcuts works, the 's. A Clipboard with a quick click intended to configure the calendar you want to add to Internet,. Time on the fly mind -- Undo does n't -- not always performance you. Than a few days away when duplicating most of an event -- it 's than... 2010 has a new appointment window first restore the Outlook calendar and just it! Daily routine people, Teams also lets you create a structure of for! Is that you encounter in your day app costs a couple bucks, but you know that you view. Initial email request topic of technology move through email quickly and efficiently source to the Clipboard from source... When people multitask, often they do multiple things badly, ” says David Sanbonmatsu University... Previous two or three months # 7: use your calendar Folder, on the message tab in calendar! Folder, on the Home Ribbon your rapidly expanding to do list an author, consultant, specializing Desktop! Your rapidly expanding to do list personal needs File and then click on...