Top 8 Microsoft Calendar Tips and Tricks for Power Users

Top 8 Microsoft Calendar Tips and Tricks for Power Users

Microsoft Calendar is a popular application, especially among Outlook users who use it to improve their productivity by scheduling meetings, setting deadlines, and more. As part of its recent redesign, Calendar has become more powerful and easier to use than ever before. Let's take a look at some interesting Microsoft Calendar calendar tips for advanced users.

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Even if you start, you will find this guide useful.

Let's start.

1. Keyboard shortcuts

Here are some useful keyboard shortcuts for the Desktop Agenda application. Try them:

  • Press Ctrl + 2 to switch to the calendar from the display of mail on the desktop.
  • Press Ctrl + G to open the Go To Date dialog box.
  • Press Alt + = to go to the monthly view
  • Press Alt + – to display the week.
  • Press Ctrl + Alt + 2 to access the work week view.
  • Press Ctrl + E for a quick search
  • Press Alt + H + I to create a new item.
  • Press Alt + D to open the day view
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Here is the complete list. Add a bookmark because the list is long enough. If you are using the Web or Outlook.com version, just press Shift +? to display all available shortcuts.

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Here's a tip that not many people know. If you access Microsoft Calendar from Gmail or Yahoo Mail, you can use the same keyboard shortcuts that you used here. Open Settings and look for Accessibility under Calendar. Choose your preferred email provider here.

2. Print it

There are two ways to use this feature to the fullest. The first is to print a blank calendar that you can then pin on your notice or bulletin board. You can now use it to fill in important dates that will be visible even when you are offline. Many people still love the old method – paper and marker.

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The second method is to print an already filled calendar. Again, useful if you use the bulletin board for a visual representation.

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In the web view, a dedicated print button is on the right. In the desktop version, you will find the option under the File tab. Notably, there is an option to hide the details of visible private appointments just before giving the print order, in case you do not want other people to watch closely.

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6. Color codes

Click View Settings on the View tab.

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Click Conditional Formatting.

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This is where you can create new rules about how calendar events will be marked in different colors and when.

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The rules for the agenda and the emails will be different but are accessible from the same menu. So, do not fool yourself and name them accordingly.

7. Group calendars

Microsoft Calendar allows you to work with multiple calendars, which is really cool. You can create one for your work, one for the home and maybe a shared calendar. You can easily group these calendars to avoid confusion.

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In the Web version of Calendar, click the menu icon next to My calendars to create new calendars or group already created calendars. You can then move a calendar to different groups in the same menu.

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In the desktop version, click Calendar Groups on the Home tab to create one.

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8. Email Events

Fly somewhere? Do you want to stay up to date on the status of the flight? Allow the calendar to scan your inbox to collect the necessary information. In the Web version, open Settings and select Events in Calendar under Calendar option. As you can see, the calendar will also look for other events such as reservations, rental cars, etc. to keep you informed.

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In the desktop version, you will need to visit Outlook.com and log in using your Office 365 account to make the changes.

Take control

Whether you're using Microsoft Calendar as part of the Office 365 suite or using the free version on the web, these tips will help you be more productive. Have we forgotten something? Know more stuff? Share your tips and tricks in the comments below.

Then: Do you use Outlook on iPhone? Here are 15 tips to get the most out of it and work like a pro.

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