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
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
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.
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
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.
Fixed: Could not read the calendar error
Several users are reporting a calendar error: "Could not read the calendar" when they switch to the Calendar or to the Inbox.
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.
Reset reminders closer to Meeting time
Use VBA to reset a meeting reminder to 5 minutes before meeting begins, so you don't forget.
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.
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).
Clear the Location drop-down list on appointments
Outlook appointments show a drop-down list for Location, populated with the most recently used locations added to appointments. You can clear the entire list but cannot add your own preferred locations, or delete a location from the list.
How to Remove Holidays From the Default Calendar
Microsoft Outlook comes with a file named Outlook.hol that includes lists of holidays that you can import into your personal Calendar folder using the File, Options, Calendar, Add Holidays command. This makes it easy to add holidays and many users wind up importing the same group of holidays twice or adding extra holidays. If you