Calendar basics in Outlook - Windows

Included in this article:

• Viewing your calendar

  • browsing through different dates

• setting your work hours - by setting the days and/or hours that you typically work in the Outlook calendar, you can more easily schedule meetings at appropriate times of day

• printing your calendar - print your calendar (or a room’s calendar to post on your meeting room door) 

Viewing your calendar

1. Open the Outlook client.

2. Click on the calendar icon.

   Open

   

    

Browsing through different dates

1. Initially, you will want to pick a Calendar view. To begin, simply select Home ribbon and choose one of the following view settings: Day, Work Week, Week, Month or Schedule View. (#1 in the image below)

2. To move to a specific month and/or day

   1. you can use the mini monthly calendar displayed on the left hand side. (#2 in image below)
      or

   2. you can use the arrow buttons on the toolbar to move forward or backward through the current view, by one day, week or month at a time (# 3 in the image below).

3. To go back to today's date, click the Today button in the Home ribbon. (#4 in image below)

Open

Setting your work hours

By setting the days and/or hours that you typically work in the Outlook calendar, you can more easily schedule meetings at appropriate times of day. The scheduling assistant in Outlook uses working hours to suggest times for meetings, enabling colleagues to schedule meetings during times you are likely available.

The days and hours outside of your work hours will be grayed (or blued) out in your calendar. 

1. Click on the File tab.

2. Select Options.

3. Select Calendar.

4. In the Work time section:

   1. In the Start time: field, enter the time you typically start work each day.

   2. In the End time: field, enter the time you typically end work each day.

   3. In the Work week: field, check off the days of the week you typically work.

   4. Click OK.

Printing your calendar

There may be times when you want to print your calendar. For example, you may want to print your calendar to post on your door or post a meeting room's calendar on the room's door. 

1. Browse through your calendar to the date range you'd like to print.

2. Click on the File tab.

3. Select Print.

4. Under Settings, select the layout you'd like to print the calendar in: Daily Style, Weekly Agenda Style, Weekly Calendar Style, Monthly Style, Tri-fold Style, or Calendar Details Style.

5. Select the printer.

6. Set any additional printing settings.

7. Click Print.
   
   

To create an appointment or meeting, please see the article Creating an appointment or meeting in Outlook - Windows

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