35 Powerful Office 365 Calendar Hacks to Master Time Management

Office 365 Calendar not only helps you organize your day, it can also save you valuable time. Here are 35 Powerful Office 365 Calendar Hacks to Help You master time management.


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1. Create a meeting from an email

Find the email and drag it to the calendar icon at the bottom left of Microsoft Outlook. Add the person who sent the email and others as attendees to invite them.

2. Schedule breaks between meetings

Configure your calendar to automatically end meetings early. This provides more time to prepare for your next meeting and a break to focus on what’s next.

3. Use keyboard shortcuts

Search calendar with Alt+Q. Go to day view with Shift+Alt+1 or work week with Shift+Alt+2. Open month view with Shift+Alt+4.

4. Import Google Calendar

If you have other calendars on Google, you can import them into your Office 365 calendar. You can manually import information from your Google calendars to your Office calendar in Outlook Web App.

5. Share your calendar

Open the web version of your calendar and tap Settings in the top right. Click View All Outlook Settings and click Calendar. Then click on share calendars and enter the email of those you want to share it with.

6. Limit what others see and do with your calendar

Limit what others see and change on your calendar with permissions option. You can allow them to see your calendar or give them permission to edit it. You can also prevent them from seeing certain calendar details.

7. Add Sports Calendars

Click the import calendar option, then choose your team from the list. The calendar features most professional sports teams announcing when events are scheduled. Your calendar will also send you notifications for your team(s).

8. Customize your theme

You can change the color and theme of your calendar. To customize the text, drop-down menu, and date indicators, navigate to the Settings option and click Theme.

9. Change Calendar Views

Change your calendar view by selecting View. You can view by active appointments, recurring appointments, or standard view. You can also change other visuals such as displaying the time as a clock, displaying end times for appointments, or changing the font used.

10. Auto Repeat Recurring Events

When setting up a recurring event, you can click the Recurring option and select how often you want to schedule the meeting. For weekly appointments, select weekly. For every day, choose every day.

11. Customize your working hours

Click the File tab and click Options. Click Calendar and select Work Time. Check the boxes for the days you work and add your start and end times.

12. Delete Old Calendar Reminders

Go to File, then Options, then Advanced. Select Reminders, then “Automatically remove reminders for past calendar events”. It can make your calendar cleaner and less crowded.

13. Fast forward to a future date

Move to a later date in your calendar with the keyboard shortcut CTRL+G. This brings up a dialog box. You can enter an actual date or use natural language such as “6 weeks from now” or “next Tuesday”. The feature automatically displays this date to schedule an event.

14. Save events to your computer

You can easily save an event from your calendar by dragging the entry to a folder on your computer. You can also save it by clicking File and then Save As.

15. Save your calendar as a PDF

Open the Calendar view and select the calendar to print. On the File tab, click Print. From the drop-down list of printers, choose Microsoft Print to PDF. Under Print Range, select the date range you want to capture from the calendar. You can choose whether or not to hide private appointment details.

16. View multiple calendars at once

In the navigation pane on the left side of your calendar, check the boxes you want to display. You can view them side by side or click View in Overlay Mode to combine them into a single view.

17. Send a calendar event as an attachment

Select the event in the calendar that you want to send and right-click on it. Then select Transfer from the menu. Fill in the information of the e-mail and send it.

18. Add Holidays

On the File tab, click Options. In the Calendar Tab Options dialog box, under Calendar Options, click the Add Holidays button. Then select the country and check the corresponding public holidays.

19. Recreate a meeting

Select the previous meeting you want to recreate, press CTRL, and then drag it to the new calendar date. Open the new event, add invitees and details, then click Submit.

20. Sync with your mobile

Integrate your Office 365 calendar with your digital device so events are automatically updated. You can also make changes to your schedule when you’re away from your computer.

21. Integrate Contacts into Calendar

You can add a contact directly from an email sent to you. By doing this, you will have contact information available for all future calendar invitations without having to search.

22. Find your calendar

Search results show keyboards in yellow by default, but only for the most recent items. Use the search field in the upper right corner. Enclose terms in quotes and use AND, OR, or NOT with keywords to narrow results.

23. Show multiple months

You can resize the folder pane in the calendar to show multiple months. Move the folder pane left or right, up or down, to add more months.

24. Email Calendar

In your email, start a new email and click on the Insert tab. Click on calendar in the “inclusion group”. Select the date range you want to send and the detail or availability you want to share. Click OK, then send the email.

25. View Email and Calendar Together

Hover your mouse over the calendar icon and scroll through the day’s events without leaving an email. You can click on any other day and do the same.

26. Use the Scheduling Assistant to Organize Meetings

Create a meeting, add attendees, then choose Scheduling Assistant to see available times for everyone. The grid displays the open slots for all participants.

27. Synchronize calendar with CRM

Microsoft Calendar can be linked to the CRM software directly via the provider, a plugin for the CRM which can be downloaded. This can help current and potential clients schedule an appointment with you without having to send you emails.

28. Schedule reminders

Set reminders for events scheduled as little as minutes or weeks in advance. When creating the event, set the reminder to send a notice.

29. Limit Reminder Notifications

Turn off notifications for calendar events you don’t need reminders for, such as upcoming vacations for coworkers.

30. Attach documents to the event

Add files and documents to a new event to give attendees easy access to the document without having to send separate emails.

31. Add multiple time zones

Add up to three different time zones to display in the calendar. This will help attendees schedule meetings during appropriate working hours. You can label the different time zones by office or location.

32. Add Tasks to Calendar

Lists created in the Tasks function can be added to the calendar. Keep them in the calendar view and schedule the time to complete in the calendar.

33. Create event from clipboard

Copy the content to the clipboard from its source, then navigate to the calendar view and paste it. The calendar will create a new appointment window for you to fill out.

34. Save Appointment to Desktop

Drag the appointment from the calendar to your desktop. This allows quick access without opening the calendar.

35. Easily change appointment times

Drag and drop the calendar event to a new date and time to edit it. You can also click on an appointment and drag it to another date.

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