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Using Outlook's Calendar

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Check our Outlook Calendar: Frequently Asked Questions page for common questions and their answers.

Limitations

Outlook does not include any kind of year planner beyond what you see in the normal Day/Week/Month view. If you need to print out the full calendar for a year and don't like the way Outlook does it, you might try one of the Word templates listed at Calendar Tools.

You cannot print detailed notes from your appointments on a Day/Week/Month view printout. The Include: Notes area setting in the Page Setup dialog for different print styles refers to a blank area on the printout for handwritten notes. If you want a detailed printout of your appointments with notes, use the Calendar Details print style.

Meetings | Views | Holidays | Sharing | Printing | Other | Add-ins and Utilities | More Information

Meetings

  • Autoaccept a Meeting Request using Rules
  • Bug: Attendee is now the Meeting Organizer
  • Changing the End Date on Recurring Appointments
  • Copy: is prefixed to the Subject of a Meeting
  • Create a List of Meeting Attendees and Responses
  • Don't Send Updates for Outlook Meeting Requests (Bug)
  • Forwarding Appointments Bug (Fixed)
  • How to print a list of recurring dates using VBA
  • How to Show Appointments as "Free" by Default
  • How to View the Organizers of Your Appointments
  • Keep Canceled Meetings on Outlook's Calendar
  • Meeting Organizer's Name Appears in the Subject line
  • Meeting Reminders are Set for the Recipient
  • Move meetings without losing the ability to "Send Update"
  • Resource has declined your meeting because it is recurring
  • Scheduling Resources for Outlook
  • The Attachment Size Exceeds the Allowable Limit Error
  • To Avoid Sending an Extra Meeting Request
  • To Cc or Bcc a Meeting Request
  • Using Outlook's Autopick Next and Suggested Times

Views

  • Display Weekday Names in a Weekly Calendar View
  • How to sort the Outlook Calendar by Birthday
  • Outlook Request: Calendar Details View
  • Show only Birthdays for a Particular Month
  • Show Separate Business and Personal Calendars
  • The calendar shows the wrong day at the beginning or end of the month
  • To Add Color Coding to Calendar items
  • To change the hourly interval in Outlook
  • Use a macro to open the Calendar to appointment date

Holidays

  • Add Holidays to Outlook's Calendar
  • Add Holidays to Second Outlook Calendar
  • Calendar Date and Other Data Tools
  • How to Remove Holidays From the Default Calendar
  • Microsoft Outlook Holiday Issues
  • Outlook .HOL Error: US Election Day
  • Remove the Holiday or Birthday calendar from Outlook.com or Office365

Sharing

  • Maintaining a Group Calendar without Exchange Server
  • Outlook error: 'error preparing to send sharing message'
  • Publishing Calendars on the Internet or an Intranet
  • Sharing Outlook Calendar and Contacts

More:

To get quick access to team calendars

Dates

  • Create Appointments for Every X Workday (Using Excel)
  • Show only Birthdays for a Particular Month

Printing

  • Calendar Printing Assistant Shows Duplicate Entries
  • Calendar Printing Tools
  • Calendars aren’t printing in color
  • How to Email Calendar Printing Assistant Calendars
  • How to Print a 15 Minute Calendar
  • Modify Calendar Printing Assistant Templates
  • Monthly Calendar Printing Bug when Starting the Week on Monday
  • More CPAO Template Modifications
  • Print Monthly or Work Week Calendars
  • Printing Calendars with Color Categories
  • Printing the Monthly Calendar with Line Wrap & End Times
  • Using and Editing the My Outlook Calendar Template

More:

Mail a copy of today's appointments -- VBA code sample

Other Issues

  • Clear the Location drop-down list on appointments
  • How to Remove or Change the Reminder on All Day Events
  • Make "no reminder" the default for new appointments
  • Meeting Requests and Appointments are Off by One Hour
  • Outlook's Appointments and Time Zones
  • Wrong Calendar Name is Displayed in the Title and Taskbar

More:

To automatically set a reminder for birthdays for new contacts (Outlookcode.com VBA code sample)

Add-ins and Utilities

  • Calendar Reminder Tools
  • Calendar and Meeting Tools
  • Calendar Date and Other Data Tools
  • Calendar Printing Tools
  • Calendar Tools for Outlook
  • Combine and Print Multiple Outlook Calendars
  • Duplicate Appointment Remover Tools
  • Maintaining a Group Calendar without Exchange Server
  • Other Group Calendar Tools for Outlook
  • Publishing Calendars on the Internet or an Intranet
  • Schedule Management Tools for Outlook Calendar
  • Time and Billing Tools
Using Outlook's Calendar was last modified: September 16th, 2019 by Slipstick

Automatically change Appointment categories using VBA

How to assign a category to appointments automatically, as soon as they are over, using a macro with a trigger, such as the meetings own reminder or the next appointment reminder, that will kick off the macro.

Outlook 2007 and up have a time zone selector button on appointments

Outlook's Appointments and Time Zones

Microsoft Outlook really seems bad at handling time zone changes, in part because Outlook uses UTC time for appointments and adjusts the time using the time zone offset configured on the computer. We show you how to avoid problems and introduce workarounds, as well as show you how to update appointments if you move to a new time zone.

Make 'Today' stand out more in the calendar

How to change the calendar color or use conditional formatting rules to highlight appointments starting today to make 'Today" more visible on your Outlook calendar.

Dual time zones and DST

Daylight Saving Time Calendar Display Bugs

When you the week starts on the Sunday Daylight time starts, appointments may appear at the wrong time in the week view.

pretty calendar free-busy

Use VBA to Email Tomorrow's Agenda

How to use VBA to create and email a daily agenda with your upcoming appointments, each evening. You can also use VBA to automate adding your availability to a message.

Calendar icon

Scheduling Resources for Outlook

If you have resources, such as conference rooms, that you want users to be able to book as they invite people to meetings, you can use several possible methods: Maintain the resource as an Exchange Server mailbox and ... ... use a server-based script or event sink to accept bookings, or ... set it up  

daily free busy

Limit the number of appointments per day

Anyone who has a lot of meetings can understand this user's request: the ability to limit the number of meetings users can schedule with him each day by making Free/Busy appear busy.

Autoaccept a Meeting Request using Rules

Use Outlook's Rules Wizard and a Run a Script rule to autoaccept (or decline) meeting requests in Microsoft Outlook. Includes a version that checks your Free/Busy status before accepting (or declining).

calendar icon

All Day Events Span Two Days

When your all day events span two days, it means the time zone is different from the time zone used when you created the events. If you are syncing with a PDA, verify the time zone and daylight time settings are the same (and the correct one for your location) on both computers. If the  

holidays icon

Add Holidays to Outlook's Calendar

Create a Custom Holiday File (HOL) to share any type of all day event with other Outlook users. We include a sample file that counts the days since Jan1 and the number of days left in the year.

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Office Update History

Update history for supported Office versions is at Update history for Office

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