Schedule Management Tools for Outlook Calendar

Last reviewed on November 7, 2014   —  11 comments

This is a collection of schedule management tools for the Microsoft Outlook Calendar folder. This included utilities to help manage conference rooms and other resources, adding workflow, resource balancing, catering requests, etc.


Resource Central

Resource Central is the complete meeting and conference planning tool for internal and external events. Partnering with Microsoft Outlook and the Exchange Server, Resource Central enables users to quickly and easily locate their optimal resources, verify attendee availability and order all associated services for their meetings directly through Outlook and Outlook Web Access. Resource Central also handles all changes or cancellations and sends order receipts automatically to all meeting arrangers, catering personnel, IT personnel, etc.

Smart Schedules for Outlook
Smart Schedules for Outlook

Capture YOUR standard work flows by creating templates of entire series of appointments and tasks. Click a button to use the templates to accurately calculate and schedule all your appointments and tasks for a project. See the full picture by viewing all appointments and tasks for a project in one place. Finally when a deadline changes, Easily and Accurately reschedule ALL affected appointments and tasks. This is your complete Outlook based scheduling and project management tool.

Calendar Browser for Outlook

Calendar Browser for Outlook is a solution for booking resources within an organization - from meeting rooms, cars and projector equipment to personnel. Search for free resources, see descriptions and book, all in one tool. Graphical WYSIWYG html editor. Integrated statistics tool. Groupware, for both public folders and mailboxes. Full Unicode Support. Works on all versions of Windows, including Windows 7 and Windows Server 2008 R2. Supports Outlook 2007 and 2010. Compatible with Office 365.

CodeTwo Out of Office Manager

Use CodeTwo Out of Office Manager to centrally design and deploy professional Automatic Replies and eliminate mishaps such as lack of crucial information, users forgetting to turn Automatic Replies on or off, etc. The application allows you to create unified Out of Office message blueprints for your Exchange organization and furnish them with Active Directory and other variables to ensure that, when Out of Office messages are triggered, they contain users' personal data. An ideal solution for HR specialists, team leaders or IT administrators.


CONCIERGE SERVICES is meeting planning tool for booking resources and services such as catering, conference rooms, table settings and equipment such as cars, laptops etc directly from Outlook's meeting request. All bookings and orders made in CONCEIRGE SERVICES can be exported into the organization's financial application (for instance Dynamics AX/NAV). With touch screens, the employees will be able to book resources directly from the monitors. Print out guest labels and register and checkout guests right from Outlook.


gSyncit is an Outlook add-in that allows for two-way synchronization between Google and Outlook calendars, contacts, notes, and tasks with your Google account. In addition, gSyncit also supports synchronization between Outlook and Toodledo, Pocket Informant Online, Evernote, Dropbox, Simplenote and Nozbe. Version 3.6 and higher support Windows 8 and Outlook 2013. Supports Outlook 2010 and 2013 64-bit.

Meeting Room Manager

Meeting Room Manager was designed to work seamlessly with Outlook, making scheduling of more complex meetings, like meeting across multiple locations or planning meetings with catering, much easier.

MeetingPlanner for Outlook

MeetingPlanner offers room, equipment, video, catering and other services scheduling in Outlook and the web. Track room use, send work orders, manage meeting types and costs easily with MeetingPlanner reporting services. Supports Outlook 2003-2010. Seamless integration and easy to use. Simplify the most complex recurring and multiple resource meetings. Integrate your HVAC and Lighting for lower energy consumption. Simplify scheduling, reduce costs and improve productivity with MeetingPlanner!


Web-based hiring management software that includes the ability to synchronize a recruiter's calendar with Outlook.

Outlook Year View Control

ActiveX control that provides a full year view of Outlook appointments, with different colors for categories. Setup program builds a web page to display the planner view of any calendar folder in Outlook as a folder home page. Includes ASP .NET application for Internet or Intranet use.


Case management, time billing and accounting software for law offices. Calendar integrates with Outlook's Calendar. ProLaw Ready for small firms does not require Exchange.

Resource Scheduler for Outlook

Easily find and book rooms, equipment, and services within the familiar Outlook environment - without the problem of double bookings.


TimeBridge is a web service designed to be your personal scheduling manager. One-step scheduling allows you to set up meetings with individuals or groups, across time zones, calendar systems and companies. Supports integration with your Outlook or Google calendar.

About Diane Poremsky

Diane Poremsky
A Microsoft Outlook Most Valuable Professional (MVP) since 1999, Diane is the author of several books, including Outlook 2013 Absolute Beginners Book. She also created video training CDs and online training classes for Microsoft Outlook. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums.

Please post long or more complicated questions at Outlook forums by

11 responses to “Schedule Management Tools for Outlook Calendar”

  1. Pam Strothman

    How do you send a calendar invitation to a large group of people, but you don't want them to see the invitations to the others who have been invited? It is my understanding that you can't bcc them. I was hoping to avoid sending separate invitations to all of them (approximately 100 people). Thank you, Pam Strothman

    1. Diane Poremsky

      You can BCC them by using the Resources field AND typing something in the resources field. See BCC a meeting request for more information and other methods.

  2. Tim Ashford

    Diane, is there a way to send a meeting request to a Public Folder calendar? My concern is that meetings may not be able to be "auto accepted" and that, if a meeting changes, the calendar would not necessarily update the change properly. I have seen that there used to be an "Auto Accept Agent" for Exchange but don't know where things stand now with Exchange 2010 (which we use). Thanks much! - Tim

    1. Diane Poremsky

      You can mail enable the public folder then send to that address.

      Exchange 2010 uses the booking attendant but i forget if it works with public folders.

  3. Tim Ashford

    Thanks Diane. I will give this a try.

  4. TJ

    Diane =

    My superiors would like to have me duplicate entries on my own outlook calendar to their calendars, however they do not want to share a calendar or have a group calendar. It is tasking to have to schedule all my business appointments to 3 calendars. Is there a way to schedule on my calendar, but it would also appear on their calendar?
    Thank you.

    1. Diane Poremsky

      You can either use a macro to copy them to the other calendars or always create meeting requests and invite the other calendars.
      See for a code sample.

  5. Lynnette Chapman

    Hi Diane,
    1.In Outlook 2010 when I create a new appointment the times are by default in 1/2 hr increments. Is there any way to change this?
    2. Can you rename time zones in the drop down menu in the appointments window?
    Thank you.

    1. Diane Poremsky

      It is possible to rename the time zones but you need to edit the registry to do it and it affects the time zone names in windows (which may not be an issue).

  6. Lynnette Chapman

    Hi Diane,
    I had sent through a query earlier today regarding appointment default settings. I have solved the problem by closing the program and restarting it after I had changed my settings in another area.
    However, I am still interested to hear if you are able to rename the time zones in the drop down menu of the appointment area in Outlook 2010.
    Thank you.

  7. Lynnette Chapman

    Thanks Diane, at least now I know where to begin looking now.
    Kind regards,

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