Hey everyone, Kevin here. Today I want to show you
my favorite top 14 tips and tricks in the Outlook calendar. There are lots of good ones that are
going to help you save time. If you want to jump around this video, feel free to use the timestamps
down below. All right let's jump on the PC. Tip #1. I can use natural language to set the
meeting start time in Outlook. Let's say that I have a co-worker who wants to meet, I don't
know, in seven weeks. To figure that out, I'd have to click on th
e calendar icon and here
I have to count forward seven weeks. Now was it the 25th or was it the first, I lost track,
so I'd have to go back and count it again. Instead, I could let Outlook do the heavy
lifting for me. Here I'll highlight this date and I'll simply type in in seven weeks.
Then I'll hit enter and Outlook determines what that date is for me. Now, along with that, I
could also type in something like, hey, let's meet the second Monday in July, then I'll hit enter,
and it looks l
ike that's July 12. When I click on the calendar icon, here I can confirm that
July 12th is in fact the second Monday in July. I could also set different holidays. Let's
say I want to know, hey, what about Christmas? Let's meet on Christmas. When I hit enter,
here it figures out that it's December 25th, so it's pretty smart in figuring out what these
dates are. But before you think it's all knowing; it doesn't get every date right. I don't know why,
but here if I type in something like Than
ksgiving and hit enter, I get this ugly error message. It
might be because Thanksgiving falls on different days every year, but I do know that it's the
last Thursday in November, so here I could type in last Thursday and let's type in November,
hit enter, and it looks like it's 11/25/2021. Tip #2. You can use the date navigator to view
your calendar in whatever way you want to view it. Now right now, I'm in the week view
of my calendar, and if I go up above, there are a few different predef
ined views. I
can view just the individual day, the work week, the week, the month, and there's even a scheduled
view, but what if I want to see even more time, or what if I just want to see some specific dates?
Let's first look over at the date navigator over here on the left-hand side. So, right now, I'm
currently viewing the month view, and so I see a little bit of April and a little bit of May. If
I want to see more months coming up, here I could drag this and here now I see three month
s. Here
I could even drag this area and I could pull it out and here I could see half a year all in one
view. Now with all these different views here, especially the month view, I just see the
full month. What if I just want to see, let's say two weeks on my calendar? So maybe this
week and the upcoming week. I can go over here, and right over on the left-hand side of the weeks,
my cursor changes and here I could highlight this week and I could click and drag down to cover
two weeks. So no
w I could just limit my view to two weeks, or even here, I could highlight three
and then I could see three, so I could select what time period I want to see by dragging my mouse.
Now let's say let me jump into the day view here. Let's say someone wants to schedule a meeting with
me and they give me a few different options. Maybe they say hey, I can meet on the 14th, the 16th, or
the 29th. Does 3:00 PM on any of those days work? Now typically I'd probably click into the
14th, and the 16th,
and I go through day-by-day trying to see which one works the best.
Instead, I can view all of these dates at the same time. Right now, I'm on the 14th and
I'll press the CTRL key and click on the 16th, and I'll click on the 29th, and so now you see
I have those three days all side-by-side, so I can look at my calendar and say oh, 3 PM, well,
that works for me on the 16th or on the 29th. Tip #3. You can reply to an e-mail thread with a
meeting, and it’ll preserve all of the contacts from th
e e-mail thread. Here I have an e-mail
message from Patty, and this is probably not a topic that I want to just e-mail back and forth
on. Instead, I want to set up a meeting. Here I have this e-mail message selected. Right up on
top in the home tab within the respond category, I see the option to reply with a meeting. I
can also press the shortcut key, CTRL + ALT, and R. Let's click on this. This opens up a new
e-mail message and you'll see a few things here. For the title, it pulled in the
title of the
e-mail thread, it also pulled in Patty. She was on the to line, so she's a required attendee. If
anyone was on the CC line, they'd be included as an optional attendee. When I look down below,
it automatically turns it into a Teams meeting, and if I scroll down, it preserves all of
the content of the message. This makes it a lot easier to set up a meeting, especially
if you want to discuss an e-mail thread. Tip #4 and this is similar to the
previous tip where we set up a meeti
ng, but instead with this one, we're going
to set up an appointment. Right here, I received an e-mail from Nestor and he
keeps bugging me about investing in Bitcoin. It looks like he's made a pretty substantial
amount of money. Now he keeps telling me that I'm going to miss the train on this, and so
maybe I should set aside some time where I can investigate if it makes sense for me. To set up an
appointment, I can click on this e-mail message, and I can drag and drop it down to the calendar
icon. Once I hover over, I'll release. This opens up a new appointment, and it pulls in the
subject of the e-mail. It also pulls in all of the context. All I need to do now is select a
date and a time and my appointment is ready to go. Tip #5. You can very easily recreate a meeting
on your calendar. Tomorrow, we have a new cookie brainstorming session coming up and we just have
an hour set aside for this. It's probably not going to be enough time to come up with some new
amazing cookie re
cipes, so I want to make sure I set up a subsequent meeting. Now I could go in
and set up a whole new meeting and invite all the same people, provide all the same context,
or you could simply click on this meeting, press CTRL and then drag over and I now have
a new meeting. Now it's not formalized yet. I need to click in and send it to all of the
meeting participants. Here I've clicked into the meeting and then I'll click on send and that
meeting is now formalized. That was pretty easy. Tip
#6. I can change the time scale that's shown
within Outlook. By default, when you look at the calendar here, it shows the 30-minute increments.
But what if I want more granularity or maybe less granularity? I can come over to the left-hand side
where I see the time scale. I can right click, and I can change it to any one of these values
here. So, let's say I want to set up some 45-minute meetings. Here I'll change the scale to
15 minutes. Here now you see a lot more details and I could hig
hlight a 45-minute slot right here.
If I want to change back, I simply right click, and here I could switch it back to the default
of 30 minutes. Tip #7. You can very easily show multiple time zones on your Outlook calendar.
One of my designers at the Kevin Cookie Company, Grady, works and lives in Hawaii, and he's
requested that we meet at 10:00 AM on Friday. Now he's thinking about his local time zone, so
I have to do the math to convert it. Luckily, Outlook can help me with that. Here, o
nce again,
I'll go over to the left-hand side where I see the time. I can right click and there's an option
to change the time zone. Let's click on this. This opens up calendar settings, and here in the
time zone section, I can see that my default time zone is currently set to Seattle, and here
I can add up to three time zones total. So, let me click on this one right here with Hawaii
and it's currently set to the Hawaii time zone, but I could choose whatever time zone I want.
Next, I'll c
lick on OK. Now on my calendar, I can see the Hawaii time zones alongside Seattle,
and it looks like 10:00 AM is 1:00 PM in Seattle, so I could click here and then I could set up
the meeting. As an alternative, you can also go into a meeting invitation and remember, Grady,
who's in Hawaii, he said he wants to meet at 10:00 AM. Right over here, I can check this box for
time zones and here I can set it to the Hawaiian time zone, so there's 10:00 AM, and then on my
calendar, it’ll show up as 1
:00 PM Pacific tike. Tip #8. You can view other calendars side-by-side
with your own calendar, and along with that, you could even overlay these other calendars on
top of your calendar. Right here, we can see my upcoming week at the Kevin Cookie Company, and
we've also created a company-wide calendar that includes all of the different cookie holidays
throughout the world. Over on the left-hand side, I see that other calendar, so I'll click on this
one and now I can see my calendar right nex
t to all of the cookie holidays. Right up here, you'll
see that we're celebrating Philippines National Cookie Day tomorrow. Right now, I see them
side-by-side. If I want to see it overlaid on top of my calendar, I could simply come up here, click
on this arrow icon, and right now, I can see the company calendar on top of my calendar. If I want
to create an event on the cookie holiday calendar, I can simply select this one as the active
calendar, and now I can create an event, but if I want
to create an event on
my own calendar, I can come up here, click on calendar. This is now the active
calendar, and I can create an event here. To remove the overlay, I can click on this arrow,
and this will push it so it's side-by-side again, and once I'm done looking at this calendar, I
can click on the X up here. Now you might be wondering, well, how do I get other calendars
in here, so I can see them side-by-side or so I could overlay them? Well right up here
on top, you can add additio
nal calendars. You can add other people's calendars from your
organization. You could even find calendars on the Internet. Maybe your favorite sports team has
a calendar, or you could even create a new blank calendar and then you can share it with others,
so you can work together on a shared calendar. Tip #9. You can open up a new window for your
calendar, so you can look at your calendar alongside your e-mail. Right now, I have my
calendar open, but if I want to jump to my e-mail, then I l
ose context of my calendar.
Instead, I can leave my calendar open all the time as well. Right down here in the
bottom left-hand corner, I can right click on the calendar and there's the option to
open in new window. Let's click on this. This now opens up another instance of my
calendar. I could put this on a different monitor, or I could put it over to one side of my
screen, and over here, I can jump into my mail and if I open up this again, now I have my
mail and my calendar both open at
the same time. Tip #10. You can use color to better
visualize your calendar. Now right now, all of my upcoming meetings and appointments
are just in the default or the standard blue. Here if I right click on the calendar, I can
change the default color. Maybe I want to go with just a calming green, but maybe I have some
meetings coming up that really need my attention. Here for example, Patty scheduled a meeting with
me to talk about the New York flagship store issues, and before this meeti
ng, I need to make
sure I think of some excuses or sorry rather rationale for why we're having these different
issues. I could use categories to do this. To set up categories, click on the meeting item and this
opens up the meeting ribbon up on top. Over here, I see different categories. I can go with one of
these predefined categories, or I could even set up my own. I'll click on all categories. Right
here, once again, I see all of the different categories. I could create my own or I could
even
rename some of these. I'll just use one of these existing categories, the yellow category. One
thing that's really neat is over on the right-hand side, I can also set a shortcut key to toggle this
category on. I'll go with CTRL + F2 and then click on OK. Back within the calendar now with this item
selected, I can press CTRL + F2 and that’ll toggle it yellow. So, this way I definitely won't miss
that this meeting is coming up, so this way I'll have some time to prepare. If I press CTRL
+ F2 again, that will toggle off the color. Tip #11. I can change my work hours in Outlook. If
we look over on my calendar on the left-hand side, you'll see that right here it's a grayish color,
but as soon as we hit 8:00 AM all the way through 5:00 PM, it's a little bit lighter. This indicates
that these are my core working hours, and once again, past 5:00 PM, it's a little bit darker.
When someone goes to schedule a meeting with me, they'll see that these are my core working hours.
Now,
if you know me at the Kevin Cookie Company 8 to 5 is a really long day. I want to cut
down on when people schedule meetings with me. Over here, I'll right click on my calendar
and then I'll go down to calendar options. Within calendar options, I can adjust
my work hours and 8 to 5, once again, that's a really long day. Let me instead shift
that. Maybe, let's say I start at 10:00 AM and I should probably be out
by about, let's say, 2:00 PM. You know, I'll work really efficiently in between
those four hours. I'll leave the days as is, but I could adjust those as well. Once I'm all done,
I'll click on OK. Back within my calendar now, you'll see that my core hours now show up between
10:00 and 2:00, so hopefully this influences when people schedule meetings with me. Hopefully this
lightens my meeting load. We'll see what happens. Tip #12. You can bring even more power into
your Outlook calendar by using add-ins. Back in the mail view on the home tab all the way
over on the righ
t-hand side, you have the option to get third party add-ins. Let's click on this.
This opens up a prompt where you can add hundreds of different add-ins into Microsoft Outlook. You
might be wondering, well, are there any good ones for calendaring? One of my favorites is called
FindTime. Here I'll click on this. With FindTime, if you're having difficulty meeting with
others, maybe they have a really busy calendar, maybe they work in a different company and you
can't see their free busy data.
With FindTime, you can propose a few times, and then others can
vote on it, so it makes it really easy to find the time that works for everyone. Another reason I
also love this add-in, when I worked at Microsoft, I worked on the incubation team that launched
FindTime. So, you should definitely give it a try. Tip #13. You can set meetings to automatically
start late or end early. When you look at my calendar here, I have a lot of meetings that
just run up into the next meeting and there's n
o buffer in between. There's no time to go
to the bathroom or grab a drink of water. Luckily, we can change this using the settings.
Here I'll click on the calendar, right click, and let's go down to calendar options. Within
calendar options right near the top, here I can toggle this on. I can set a meeting to either
start late or end early. I'll go with end early. Right down here for shorter meetings if
it's less than an hour, I can set it to 5 minutes. Here I'll go with that and maybe if
the meeting's longer than let's say an hour, I can have it end 10 minutes early. I'll
select 10 minutes and then click on OK. Here I'll try to schedule an hour meeting
now. Let me click on new meeting request. Here within the new meeting request, you'll see
that the end time is automatically truncated by 10 minutes, so we're going to go from 2:00 to 2:50.
So finally, people have some time for a bio break. Tip #14, and unfortunately, this is the very last
tip of today, but this is a good on
e. I'm going to show you how you can make it easier to look
at your calendar, and no, I'm not going to show you how you can just magically make meetings
disappear. Instead, I'm going to show you how you can use dark mode. Here within the calendar,
simply right click on your calendar and go down to calendar options. Within calendar options, over
on the left-hand side, click on general and right down here, you have the option to change the
Office theme. This will change the Office theme acros
s all of your different Office apps. Right
here, I'll click black and then I'll click on OK. And look at this. The calendar already looks
better. It's a little bit easier on my eyes, and maybe in the future, I'll come up with a
tip where maybe I could cut down on your meeting load. All right, if you learned some new tips that
you're going to put to use, please give this video a thumbs up. To see more videos like this, be sure
to hit that subscribe button. Also, if you want to see me cover a
ny other topics on this channel,
leave a note down below. All right, well, that's all I had for you today. I hope you enjoyed,
and as always, I hope to see you next time, bye.
Comments
📺 Watch more Top Tips & Tricks like this for other products: https://youtube.com/playlist?list=PLlKpQrBME6xLt_itmVIfS2qz9cLEarwMN 🏫 Learn the fundamentals of Excel in just 2 hours: https://kevinstratvert.thinkific.com
Gezzz. I'm a Microsoft alumn since the 90s and worked on the Outlook (MAPI) team. Even I didn't know half of these. Well done, Kevin.
This has to be my favourite video so far, I schedule so many meetings and this has just saved me so much time! I never knew you could select certain dates weeks etc. Also recreating meetings. Thank you.
Hey Kevin - YOU are one of our HelpDesk's best staff, providing clear, simple, easy-to-understand support to our employees! Hope you are still doing these. Most are a year old and some functionality has changed, especially in Teams. Keep up the good work.
Thank you for showing this Kevin, you just made my work a lot easier. I am saving this for learning until I am perfect at it. God bless you,
Kevin, first of all, congratulations on your one million subscribers! You've definitely earned it. Thank you for this video on Outlook Calendar tips and tricks. I manage calendars for myself and three executives simultaneously, and often have to coordinate meetings for the team. Creating an apointment from an email will hopefully work for me, but because I'm usually creating these meetings on the executives' calendar, I'll try it and see if it works. I learned some very helpful tips that should same me some time and frustration. Also, looking at the computer screen for hours every day, dark mode will be a welcome relief for my tired eyes! Keep up the wonderful work!
Kevin, I am support engineer for Microsoft. Your work is amazing. I would love it if you did some focus videos on Microsoft Teams!
You are gold! Thank you for your videos!! I thought I was a Jedi, but I now realize I was closer to an early second stage Padawan apprentice, comparatively. Thank you for popping my reality distortion bubble! Your impactful teaching methods have inspired me to dive headfirst into the world of "modern" analytics and can now, confidently, consider myself a Jedi apprentice. Please keep your videos coming and if possible, maybe some intermediate and advanced videos. Thank you again!
I too thought I was fairly proficient in Outlook, but Kevin showed some great tricks that I will use often. Thank you Kevin for another great video!
I always thought of myself as an Outlook veteran, but I have to admit I learned some tricks with this video. Thanks!
I started by watching your Excel videos and now looking at your other work. All are staggeringly well prepared, clearly presented and very worthwhile. This particular video does throw in some good extras I didn't know. One tip for other viewers of your videos - open an onscreen note to jot down the key things that spring out - because there will always be quite a few!
Even though I am not technology forward, your videos are easy to understand. The biggest struggle I have is following along. You're pretty rapid fire. I realize that the videos would be forever long if you slowed down for me and others like me but it would be so nice to be able to follow your instructions in real time. In any event, you are very clear and concise. Thank you for these great videos!
Everytime I watch one of your videos I learn so much - awesome job Kevin - I can't wait until the Kevin Cookie Company opens an office in Atlanta, GA.
Best ever video of the year. I have been using Outlook calendar for years but the Set Meeting, Set Appointment were great. BUT the multiple time zones is a killer change in how I work as I have colleagues in 4 time zones and am constantly confused. Thanks a million. You have improved my work life.
I’ve used Outlook for the last 20 years at work but with zero formal training. I’m six tips in to your video and I didn’t know any of those features. Invaluable video!!! Thank you!!!
Love the way you present this information, very easy to understand and follow. Well done!
It’s great to see an old friend I grew up with doing awesome things. 👏🏾
These are fantastic tips for anyone even if you have been using Outlook for years like me. Worth the watch everyone. Thank you Kevin!
I wanted to duplicate meetings for years!! Thank you so much for the Ctrl-drag tip!!!
wow! I'm learning to get better at my time management. Ive had outlook for years, and these tips are going to help me use it effectively! Thank you!