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Viewing and customizing your calendar

Calendar Views

View calendar in a new window

  1. In Calendar, on the Navigation Pane, right-click the name of the calendar that you want to view.
  2. Click Open in New Window.

View calendars side-by-side

You can view side-by-side multiple calendars that you created and also calendars shared by other Outlook users.

  • In Calendar, in the Navigation Pane, select the check box of another calendar that you want to view.

The calendar that you selected opens next to the calendar that already appears.

View calendars on top of one another in overlay view

You can use overlay view to display multiple calendars that you created and also calendars shared by other Outlook users.

  1. In Calendar, in the Navigation Pane, select the check box of another calendar that you want to view. The calendar that you selected opens next to calendar that is already displayed. Each successive calendar opens next to the one most recently opened.
  2. On the Calendar tab, click View in Overlay Mode. That calendar is now in overlay mode with the one you opened first usually your default calendar.
  3. To add another calendar to the overlay, repeat step 2.
    Add another calendar to overlay mode

Schedule View

You can create calendars that show the schedules of a group of people. For example, you can view the schedules of all the people in your department. This helps you schedule meetings quickly.Schedule View

Create a calendar group

There are two ways that you can create a calendar group:

  • Pick members from an Address Book or Contacts list
  • Create a calendar group based on the calendars that you are viewing

Pick members from an Address Book or Contacts list

  1. In Calendar, on the Home tab, in the Manage Calendars group, click Calendar Groups, and then click Create New Calendar Group.
  2. Type a name for the new calendar group, and then click OK.
  3. Under Address Book, choose the Address Book or Contact list from which you want to pick members of your group.
  4. Browse for names or type them in the Search box, click the name that you want and then click Group Members. Repeat this step for each calendar that you want to include in the group, and then click OK.

Create a calendar group based on the calendars that you are viewing

  1. In Calendar, on the Home tab, in the Manage Calendars group, click Calendar Groups, and then click Save as New Calendar Group.
  2. Type a name for the new calendar group, and then click OK.
    • The new calendar group opens beside any calendars or groups that were already open.
    • To add other calendars to the view, select the check boxes of the calendars that you want in the Navigation Pane.

Add calendars to a calendar group

To add a calendar to an existing calendar group, in the Navigation Pane, drag it to the calendar group that you want.

If the calendar that you want to add is not in your Navigation Pane, do the following:

  1. In Calendar, on the Home tab, in the Manage Calendars group, click Open Calendar, and then click the type of calendar that you want.
  2. Browse for names or type them in the Search box, click the name that you want and then click Calendar. Repeat this step for each calendar that you want to include in the group, and then click OK. The added calendars appear in the Shared Calendars folder in the Navigation Pane.

    In Schedule View, you can click the Add a Calendar box at the bottom of the view and then enter the name that you want. The calendar is added to the Shared Calendars folder in the Navigation Pane.

  3. In the Navigation Pane, drag the calendar from Shared Calendars to the calendar group that you want. You can move a member of any calendar group to a different group. In the Navigation Pane, drag the calendar to the calendar group that you want.

View a calendar group

Calendar Group
  • In the Navigation Pane, select the calendar check box.

    Group calendars appear side by side or in horizontal Schedule View.
    schedule view

  • Any calendar in the Navigation Pane can be viewed together with any group, even if it is not a member of that group. You can also view multiple calendar groups together. Select the check box of any calendar or calendar group that you want to view.
  • You can hide any calendar from the view by clearing its check box in the Navigation Pane, or by clicking Close Calendar on the calendar's tab. This only changes the calendars in the current view. It does not remove any calendar from a calendar group.

Delete a calendar group

  • In the Navigation Pane, right-click the calendar group that you want to delete, and then click Delete Group.

Customizing your calendar

In Outlook, click File, click Options, then select CalendarCustomize Calendar

Change the time scale

By default, the calendar grid shows a time interval of 30 minutes. You can increase or decrease this interval.

  • In Calendar, on the View tab, in the Arrangement group, click Time Scale, and then click the grid interval that you want to show in the calendar.
Change the time scale

Change the displayed time range

  • In Calendar, on the Home tab, in the Arrange group, click Day, Work Week, Month, or Schedule View.

To change the amount of information that appears in the month view, click the bottom half of the Month button, and then click a detail level.Detail level

  • Show Low Detail Only holidays appear on a blank calendar.
  • Show Medium Detail Holidays and color bars appear that indicate days on which you have calendar items.
  • Show High Detail Time and header information, including category colors for calendar items appear.

Change the background color

  1. On the View tab, in the Color group, click Color.
  2. Click the color that you want.

To change the default background color for all calendars:

  1. Click the File tab.
  2. Click Options.
  3. Click Calendar.
  4. Under Display Options, click Default calendar color, click the color that you want, and then select the Use this color on all calendars check box.

Change the font

  1. On the View tab, in the Current View group, click View Settings, and then click Other Settings.
  2. Use the buttons to choose the fonts and sizes that you want to use.

To change the font in the Date Navigator in the Navigation Pane, do the following:

  1. Click the File tab.
  2. Click Options.
  3. Click Calendar.
  4. Under Display Options, under Date Navigator font, click Font, and then click the size and font that you want to use.

Turn bold on or off for dates

  1. In Calendar, on the View tab, in the Current View group, click View Settings, and then click Other Settings.
  2. Under General settings, clear or select the check box for Bolded dates in Date Navigator represent days containing items.

Set work week options

  1. Click the File tab.
  2. Click Options.
  3. Click Calendar.
  4. Under Work Time, do any of the following:
    • To set your work days, select the check boxes next to the days of the week that you want.
    • To set the first day of the week, in the First day of week box, click the day that you want.
    • To set the first week of the year, in the First week of year box, click the option that you want.
    • To set the beginning and end of your work day, enter times in the Start time box and the End time box.

Add or remove a second time zone

  1. Click the File tab.
  2. Click Options.
  3. Click Calendar.
  4. Under Time zones, select the Show a second time zone check box.
  5. In the Time zone box, click the time zone that you want to add. If you want, type a name for the second time zone in the Label box.
Second Time Zone

The second time zone is used only to show a second time bar in Calendar view, and does not affect the way in which calendar items are stored or displayed.

If you want your computer clock to automatically adjust for daylight saving time changes, select the Adjust for daylight saving time check box. This option is available only in time zones that use daylight saving time (DST).

Continue to Sharing and managing your calendar