Outlook calendar tools

Office 365 help series – Outlook calendars

Calendar tutorials

Learn how simple appointments can be built into powerful collaboration tools. Each video in this 10 part series builds on concepts to help you understand personal use, meetings, scheduling, tasks, public and private holidays, calendar sharing, and iCalendars.

These videos use Outlook for desktop to illustrate functions. The same tools are available in Outlook Web Access. (OWA). Click on the video headers to see bullet point summaries for each video.

1. Creating appointments
  • Appointments vs meetings
  • Creating appointments
  • Attaching files
  • Status, reminders, categories
  • Dragging appointments
  • Print preview and print

2. Calendar views
  • Calendar Views
  • Display preferences
  • Reading pane
  • Search

3. Calendar meetings
  • Inviting attendees
  • Attendee status
  • Categories
  • Rooms and locations
  • Acknowledging requests
  • Managing invitations

4. Scheduling assistant
  • Attendees and resources
  • Attendee status
  • Adding rooms
  • Editing times

5. Calendar sharing
  • Invitations to share
  • Merging
  • Sharing states/permissions
  • Public vs private sharing

6. Advanced tools
  • Calendar as a concept
  • Separating content
  • New calendars
  • Categories

7. Working with tasks
  • Updating events
  • Viewing options and overlays
  • Schedule view
  • Displaying task lists
  • Moving tasks to calendar display
  • Assigning tasks
  • To-do lists and categories

8. Working with holidays

Holidays are appointments that can be used for invitation/attendee/location functions. By assigning holidays to the “Holiday” category, holidays can be managed, published, and shared using the list view.

  • Adding regional holidays
  • Holidays as appointments
  • Deleting holidays
  • Holidays in list view
  • Sorting for duplicates
  • Sort by locations

9. Custom holidays

Birthdays and anniversaries, school dates, and company holidays can be added to calendars as “custom” holidays.

  • Private holidays
  • Business/anniversaries
  • Holidays as invitations
  • Adding to holiday category
  • Copying to calendars

10. iCalendars
  • iCalendar format
  • Content as a list
  • Copy to calendar
  • Save as iCalendar
  • Distributing and email