Show the Start Time
Q: How do I show (or hide) the start time in the monthly calendar?
A: The times are visible or hidden based on the size of the calendar window. You can make the calendar window wider (or narrower) by moving the separator bar between the navigation pane and/or the To-do bar. In earlier versions move the bar separating the calendar window from the folder list or Taskpad.
Hide the Meeting Organizer
Q: How do I hide the Organizers name in a view?
A: Unfortunately, Outlook doesn't offer a way to hide the organizer's name in the Day/Week/Month view. You can add or remove the Organizer field from the table view. Because older versions of Outlook don't show the organizer's name in the day, week, or month calendar grid users aren't used to seeing the organizers name and as we all know, users hate change.
Update: Administrators can remove the organizers name from calendars in resource mailboxes. See Meeting Organizer's Name Appears in the Subject line for more information.
Change or Disable Schedule View
When I select a 5th calendar, the view changes to something different. Is there any way to view more than 4 calendars overlapped keeping them as when I overlap 2 or 3.
That "something different" is the Schedule View. It's supposed to make it easier to view a large number of calendars. By default, when you select 5 or more calendars, Outlook switches to the Schedule view. You can switch back to Month or a Day view on the View menu by choosing Month or disable Schedule view in File, Options, Calendar. If you like Schedule view, you can change how many calendars are selected before switching to or from Schedule view.
View Free appointments in Schedule View
A client preferred using Schedule view but thought it was “broken” because very few of his appointments were showing on it. A little investigation showed that most of his appointments were set to Free. By default, Schedule view only displays appointments that are marked Busy, Out of Office, Working elsewhere or Tentative.
If you use Schedule view and want to see Free appointments, you’ll need to enable the option for When in Schedule View, show free appointments if File, Options, Calendar. Or set your appointments to one of the Busy states.
See More Navigation Calendars
Q: How do I show more than one calendar in the navigation pane?
You can show more calendars side-by-side by pulling the separator bar inward. You'll need to move it a full calendar width for it to "stick". If you prefer to see the calendars stacked vertically, you'll need to reduce the items in the navigation pane, by removing calendars from the list or collapsing calendar groups, removing the Views selector, or increasing the height of the calendar window.
You can remove the views selector from the View menu. In Outlook 2007, its at Views, Navigation Pane, Current View Pane. In Outlook 2003, look for it at Views, Arrange By, Show views in Navigation pane.
You can increase the height of the calendar by maximizing the window, arranging toolbars on one row or closing them, and turning off the status bar (View, Status bar). Using a higher screen resolution helps also.
If you use the Taskpad or To-do bar, you can display more calendars on the right side of the screen by pulling the separator bar inward one or more calendar widths. Slide the separator bar in the taskpad up or down to show or hide calendars or change the number of calendars in the To-do bar by changing the options. Right click on the To-do bar title, choose Options and type in the number of months you want to display.
Whether the navigation calendars display in the navigation pane or taskpad/to-do bar is controlled by the Taskpad or To-do bar. If the calendars are visible on the right side they will now be visible in the navigation pane on the left.
If you can't see the taskpad (Outlook 2003 and previous versions), turn it on using the View, Taskpad menu.
How many navigation calendars can you display? It all depends on your screen resolution. I was able to display 48 navigation calendars on a high resolution screen in Outlook 2003's Taskpad, but only 35 in Outlook 2007's To-do Bar. Either way, it was at least 32 more than I really need to see.
See More Days in Outlook Today
How do I show more days in Outlook Today? When I select the "Customize Outlook Today" there is a selection for the number of days to be viewed but it only goes to 7 days.
You can edit the registry to show more appointment days in Outlook Today.
The number of days is stored in the following registry key and change the value of the CalDays string to a higher number.
Don't forget to change the xx to the Outlook version number you are using.
If the registry entry does not exist, you'll either need to create it or customize Outlook Today and refresh the view in regedit. To see the changes in Outlook today, switch to another folder then back to Outlook today.
For more information about the registry values used by Outlook Today, see Editing Outlook Today
Hello, a recent update changed the order of which I view the calendars I manage. I check and organized the list in the order I prefer but then the calendars themselves shuffle to different orders. Please help.
You may need to reset the nav pane to fix it, but that resets everything on the navigation pane to default.
Are you caching shared folders? The usual reason Outlook rearranges folders is because the folders are not loaded in outlook when the nav pane is updated - the ones not available drop to the bottom. This happens most often with mail folders IMAP accounts, not delegated calendars.
Can I change the color of my calendars background for 2 days of the week? ie: It is pink M-F but I want it to show Green on Wednesday and Thursday only since those are days i`m in the office
No, not really. But if you create all day events marked busy and assign a category, the day will be colored.
If you want dark and bright, you can mark days as work days in File > Options > Calendar and the non-working days will be shaded darker.
Why does the calendar list 12 AM and 12 PM? The correct names for those times are midnight and noon.
I don't recall anyone asking about it but assume because it's easier to do numbers in the scale and in appointments.
We have a similar situation to the last comment. The owner of our work calendar has left the company. We cannot share the calendar with others. How do we get around this problem. Do we have to create a new calendar? If so is there a way to transfer what is already on one calendar to another? Appreciate the help!
The owner of one of our calendars is leaving the company. This calendar is extremely important as it is a shared calendar between all employees that highlights all of our events and meetings coming up. It is even shared with our owners. She has given me ownership of this calendar, but it still is listed under "People's Calendars", so when she leaves and her email is deactivated, will I still have full access to this calendar?
When reviewing who will be attending a meeting, one my attendees comes up with a note indicating "no free/busy information could be retrieved" but I know he accepted the invitation.
That could mean his free/busy is not published, you don't have permission to access it, or there is problem with the free/busy server.
it could also mean he has 'working elsewhere' set on some appointments- that bug was supposedly fix about a year or so ago though.
Thank you. I will check my free/busy option
Is it possible to change the Meeting Organiser of a recurring meeting? I am a temp who is leaving shortly and want to change the organiser as the booking as it runs on long after I leave. Please let me know.
No, unfortunately, you cannot change the organizer. Sorry.
We have a large format color plotter and I would like to be able to print an entire year on one sheet. While there would be some milestone dates, most of the calendar would be complete day durations lasting 3 to 30 days. Is this possible at this time?
Not using outlook's native features. An addin might be able to do it.