The 6 best tips and tricks to manage your Outlook Calendar – Business Insider

Microsoft has offered a full-featured calendar as a part of its Microsoft 365 suite of productivity apps for decades. But rather than being a stand-alone program like other apps, Office’s calendar is so well integrated with the Outlook email app that they are literally the same program; the only way to see your digital calendar is via Outlook. 
There are a lot of lesser-known features hidden in the app, and unless you’re already an Outlook power user, you’ll find that there are a lot of ways to get more out of your Outlook Calendar
Microsoft’s digital calendar is only available as a part of Outlook. You can get Outlook three ways: with a Microsoft 365 subscription on desktop, for free on the web, or as a mobile app for iPhone and Android. 
The most full-featured version of the calendar is on the desktop with a Microsoft 365 subscription, such as Microsoft 365 Family ($100 per year) or Microsoft 365 Personal ($70 per year). In addition to giving you access to the full suite of Office apps, these subscriptions also include OneDrive storage. 
Without a subscription, you can still access the Outlook Calendar on the web or via the mobile app, though with fewer features and capabilities.   
There are countless ways to personalize your Outlook Calendar to get the most out of the program. Here are some of the most useful tips and tricks. 
If you don’t want business and personal activities to co-mingle in your Outlook Calendar, you can create any number of separate calendars to keep them apart. For example, you could add a personal calendar or separate calendars for specific hobbies or projects.
You can display your calendars side-by-side, or all mixed together with each color-coded for clarity (see the next section for details on that).
To create a personal calendar on the Outlook desktop app:
While you can’t make personal calendars in the mobile app, you can do it in Outlook on the web. Just click “Add Calendar” in the pane on the left side of the Outlook calendar webpage (it’s above the list of calendars) and click “Create blank calendar.” Then name it and click “Save.”
Once you add more than one calendar to Outlook, you can choose how you want to see them: one at a time, side-by-side, or blended so that they overlay in the same calendar space. 
In the pane on the left of the calendar, in the “My Calendars” section, you can display as many (or as few) calendars as you like at one time – just check the boxes next to the calendars you want to see. 
By default, these calendars appear side-by-side. If you prefer, right-click a calendar and choose “Overlay.” The calendar should now appear blended with the default calendar. You’ll be able to distinguish them because each calendar remains color-coded. To undo an overlay, just right-click the calendar entry and choose “Overlay” a second time.
You can share your calendar with other people and specify how much permission you want to give them. Your shared calendar might only reveal when you’re busy, show all meeting details, or even give other people the ability to edit your calendar. 
You can also share your calendar if you’re using Outlook on the web. The steps are very similar – start by clicking “Share” at the top-right of the webpage and then enter the email address of the person you want to share with. In the drop-down menu, choose what permission level you want to grant and then click “Share.”
To share your calendar in the Outlook mobile app, go to the calendar menu and tap the gear icon. Tap “Add people” to select who to share with, edit their permissions, then hit the checkmark. 
There is a huge array of ways to customize and personalize your calendar. You can specify which days of the week are considered work days, what hours start and end the work day (to make it easier to schedule events), the default length of meetings and appointments, the default calendar color, and much more. All these options are easy to access and change to suit your needs.
To find the calendar settings in the Outlook desktop app: 
You can also adjust calendar options on the web, though your options are less extensive:
If you’re using the mobile app, here’s how to find your options:

When you subscribe to your Google Calendar in Outlook, it’s a two-way connection — anything you change in Google updates in Outlook, and vice-versa. Note that when you “subscribe” to your Google Calendar, both calendars stay up-to-date, but when you “import” your Google Calendar to Outlook, it’s a static, one-time import that does not update as changes are made.
To subscribe to Google Calendar in the Outlook desktop app:
You can also do this in Outlook for the web. In the pane on the left, click “Add calendar” and then choose “Subscribe from the web.” Paste the URL and name the calendar to complete the process. 
When you add your iPhone or iPad calendar to Outlook, it’s only a one-way connection, unlike when you sync Google Calendar to Outlook. Any changes you make on your phone or tablet are reflected in Outlook, but not the other way around. If that works for you, here’s what do to: 
You can also do this in Outlook for the web. In the pane on the left, click “Add calendar” and then choose “Subscribe from the web.” Paste the URL and name the calendar to complete the process.