Manage calendars & meetings on a Mac

Set up calendars

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You can switch between day, week, or month views in your Outlook calendar. You can also change the start day and time of the work week.

  1. Select Calendar > Home

  2. Select an option:

    • Day - view a single day.

    • Work Week - View the work week from Monday to Friday.

    • Week - View the week from Sunday to Saturday.

    • Month - View the month.
      Calendar View

  3. Select Organize > Color to change the color of the calendar.

  4. Select a calendar item, and then select Categories to categorize the calendar item. It changes to the color that you've designated for the category.

  5. Select Organize > Overlay to overlay calendars. This is useful if you have multiple calendars, or if you are sharing calendar with somebody else. You can see their appointments, or your other calendar on top of the current calendar.
    Overlay

  6. Select Time Scale to change the time scale you want displayed in a single grid. You can change back and forth between grid view and list view.

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Let's go over how to customize the way your calendar looks.

The first thing you need to decide is how you want to display the calendar entries.

From the Home ribbon toolbar in your calendar, you can decide to view just one day.

You can also select to view a Workweek, which is Monday through Friday. You can see an entire week, which is Sunday through Saturday, and an entire month in one view.

While you're in certain views, you can also zoom in.

From the bottom right-hand side, you can click and drag with the slider to make the time slots larger and smaller.

I'm going to change to the Organize tab. From here, you can once again choose what your view is, but you can also choose the color of your calendar.

It defaults to blue, but you can change it to any other color that you prefer.

You can also categorize calendar entries, just like you can categorize people and mail items.

I'm going to click on my check email calendar entry.

It's a series, which I'll go over how to do a reoccurring series, but for right now, I'm going to click Categorize, and I can choose one of my categories.

I'll select Personal.

It changes to the color that I've designated for the Personal category.

I'll go back to the Organize tab.

From here, I can also decide to overlay calendars.

This is good if I have multiple calendars, or if I'm sharing a calendar with somebody else.

I can see their appointments or my other calendar on top of mine.

This is especially useful if you have a secondary calendar that contains your personal appointments like dentist and doctor appointments.

You can change the timescale for the calendar.

Changing the timescale will show you how much is available to view in a single grid.

Finally, you can toggle back and forth between Grid view and List view.

List view will give you a flat list of your entire agenda.

You can toggle back and change any of these settings however you desire, and whatever is going to work for you for that particular workday.

But I do recommend you take the time and go through all the many ways that you can view your calendar and find the one that works for you.

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