Working with multiple calendars in Outlook on the web for business

Outlook on the web for business lets you view more than one calendar at a time. All the calendars might be part of your account, or they might be a combination of your own calendars and calendars from people inside and outside of your organization. For information about calendar sharing and adding calendars that belong to other people to your calendar view, see Sharing your calendar on Outlook on the web for business and Open an Internet calendar in Outlook on the web for business.

In this article

How do I create a new calendar?

Working with calendar groups

Managing multiple calendars

Viewing more than one calendar at a time

Creating items in different calendars

How do I create a new calendar?

You can use the context menu to create additional calendars for your account as needed. For example, you might want to create a separate calendar for project deadlines, or for a sports team schedule.

To create a new calendar

My calendars is a good place to create a calendar unless you’re going to be creating a lot of calendars. If you expect to create a lot of calendars, you might want to create calendar groups to organize them. See Working with calendar groups.

  1. In the navigation pane, choose New calendar Add icon next to My calendars.

    Add a new calendar
  2. In the Calendar name box, enter the name you want to use for your new calendar, and then press Enter.

    Add a name to a new calendar.

To create a calendar in the Other calendars folder

In Other calendars, you can create another calendar just as you did in the My Calendars folder.

  1. In the navigation pane, choose New calendar Add icon next to Other calendars.

  2. In the Calendar name box, enter a name for your new calendar, and then press Enter.

Or, you can open a calendar from a directory or from the Internet.

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Working with calendar groups

Calendar groups give you the opportunity to create calendars that serve a specific purpose or focus on a special activity. For example, you can create a calendar group for your department, and add a team calendar that let's everyone add their vacation time. A calendar group also could be perfect if your organization participates in an annual event that involves monthly meetings and requires completion of targeted activities by certain dates,

To browse groups

Before you create a new calendar group, you might want to browse existing groups to make sure you're not duplicating a group name.

  1. Under Groups, choose Browse groups, and the navigation pane lists available directories, with All Groups as the default selection.

    Folders and directories that appear when you browse Groups in Calendar for Outlook on the web for business
  2. Do one of the following:

    • Scroll through the available groups until you find the want you want.

    • In the Search all groups box, enter a specific name, and then press Enter or choose Search for support . Possible matches are listed below the Search box.

To create a group

  1. Choose Create group and a Create a group dialog box (form) appears on the right side of the screen.

    Create a group in Calendar for Outlook on the web for business
  2. In the Choose a name box, enter the name of your new group.

    Note: As you enter a name, Outlook scans the existing groups to determine if the name is or isn't available. Immediately below the Group ID box, you'll see "Not available" or "Available." If "Not available" appears, choose a different name.

  3. In the Group ID box, you can accept the suggested identification name, or you can choose Edit Edit icon , delete the current name, and enter a new one. Then choose the Add a description box to continue creating a new group.

    Note: While a Group name can contain symbols, a Group ID can't. Not even a space is allowed in Group ID.

  4. In the Add a description text box, enter a description of your new group.

  5. In the Privacy drop-down list, choose one of the following:

    • Public - Anyone can see what's inside (default)

    • Private - Only approved members can see what's inside

  6. In the Language for group-related notifications drop-down list, choose the relevant language.

  7. Select the subscribe check box if you want new members to receive group conversations and calendar events in their inbox.

  8. Choose Create Create group button to save the group you just created. Now you can add members to the group.

  9. In the Add members box, enter the name of the person you want to receive a mail announcing the new group.

    Note: As you type, Outlook offers the names of people who you have corresponded with that match your entry. You can choose a name in the list of suggestions that appears below the Add members box, or you can choose Search Directory.

    You can delay adding members by choosing Not now.

  10. Choose Add and an email message is sent to the new member.

To delete a group you created

  1. Under Groups, do one of the following:

    • Right-click the group, and then choose View details > Edit group. Go to step 4.

    • Choose the group you want to delete.

  2. On the Calendar menu bar, choose More More icon .

  3. On the context (shortcut) menu that appears, choose Edit group.

    Calendar group context, or shortcut, menu highlighting the Edit group option. Menu appears when the More actions button is chosen on the individual group menu bar.
  4. In the Edit group dialog box (form) that appears on the right side of the screen, choose Delete group Mail Permissions dialog box delete icon at the bottom of the box.

  5. In the Delete group? confirmation box that appears, select the I understand that the group will be permanently deleted check box, and then choose Delete.

    Delete group confirmation box for a Calendar group you created that includes a check box to confirm the group will be deleted permanently.

    Note: If you don't select the check box, there's a request to confirm deletion of the group. Choose OK and the Delete group? confirmation box reappears. If you've changed your mind about deleting the group, choose Cancel. Otherwise, select the check box, and then choose Delete.

You also can use the context (shortcut) menu of an existing group to rename the group, or to create or open a new calendar in that group.

Note:  You can’t move a calendar between groups.

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Managing multiple calendars

  • Calendar view. You can add or remove a calendar from the calendar view by choosing discard . Just hover over or point to the calendar at the top of the calendar window, and the discard turns on or off.

  • More options. You can rename, delete, share, update permissions, or change the color of calendars that you own. Choose the calendar, and then right-click if you’re using a mouse, or touch and hold if you’re using a touch device, to open the context (shortcut) menu.

  • If you’ve added a calendar that belongs to someone else to your calendar view, the context (shortcut) menu will let you rename, remove, or change the color of that calendar.

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Viewing more than one calendar at a time

  • You can add as many calendars as you want to your account, but can only view up to 10 at a time. If you’re using the Week, Work week, or Month view and have turned on more than one calendar, they'll be merged into a single view. The color of each calendar lets you know what items belong to which calendar. The background color of non-work hours will also change to match the active calendar.

  • If you’re using the Day view, in the upper-right corner of the calendar window you can choose Calendar merge button available only when multiple calendars are shown in the Day view or Calendar split button available only when multiple calendars are shown in the Day view to decide how you'll view multiple calendars. Merge shows all your open calendars in a vertical format, and Split shows them side by side.

  • When you’re viewing multiple calendars, you can change which one is active by selecting it at the top of the calendar window.

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Creating items in different calendars

  • There are two ways to add a new item to an active calendar that you own.

    • Point to a day on the calendar, right-click, and then choose New and fill-in the Details dialog box (form).

    • On the Calendar menu bar, choose the down arrow New button and down arrow > Calendar event, and then complete the Details dialog box (form).

    Apply color if you're interested in a quick visual cue to further distinguish one calendar from another.

  • You can move an item to a different calendar.

    • Choose the item you want to move, right-click, and choose Open on the context (shortcut) menu.

    • In the Details dialog box (form), in the Save to calendar drop-down list, choose the new calendar, and then choose Save Create group button .

      Note: An item moved from one calendar to another continues to appear on the calendar it was moved from. The item that appears on the original calendar is highlighted in the color of the calendar it was moved to. On the original calendar, you can double-click the item and Edit or Delete it.

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