Tracking the many sides of your life is much easier when Outlook lets you maintain multiple Calendars. And the ability to display those Calendars in different ways depending on the needs of the moment makes great sense. So let’s take a look at exactly how to work with all your Calendars.

The Basics

By default, Outlook displays multiple Calendars side-by-side. That means all you need to do is select the Calendars you want to view in My Calendars. Each Calendar appears with a different color trim to make it easier for you to tell them apart. Your main, or primary Calendar is always displayed on the left side of the Outlook window. The other Calendars (your secondary Calendars), are on the right.

To view Calendars overlaid, you begin by selecting the Calendars you want to see in My Calendars. They will appear side-by-side at first. To overlay a secondary Calendar on the primary Calendar, click the left arrow next to the secondary Calendar’s name. This tells Outlook that you want the secondary Calendar to be overlaid on the primary Calendar. Overlaying Calendars always entails overlaying one or more secondary Calendars on the primary Calendar, but beyond that, you can have any combination of overlaid and side-by-side Calendars that you want. If you click the right arrow next to the name of a secondary Calendarcauses it to switch from overlaid mode to side-by-side. Clicking the right arrow beside the name of the primary Calendar causes all the overlaid Calendars to go back to side-by-side mode.

Modifying Calendar Options

While the default Calendar options generally work well, there are a few options you might want to adjust to adapt Outlook for your company’s workweek or your personal schedule and habits. Here’s an example. I am very much a morning person, and frequently begin my work day at 4:30 or 5:00 in the morning. On the other hand, I have some night owl friends who don’t start working until 10:00 in the morning or later. The Calendar can be adjusted to match these starting times and a variety of other individual schedule variations. Check it out:

  1. In the main Outlook window, click Tools > Options. This opens the Options dialog box.
  2. In the Calendar section of the Options dialog box, click Calendar Options. This opens the Calendar Options dialog box.
  3. Find the Calendar Work Week section of the Calendar Options dialog box. Specify your work week by checking the days you work. You can also set the First Day Of Week, First Week Of Year, Start Time, and End Time to meet your needs as well.
  4. Click OK when you’re done setting these options.

At this point, you have everything you need to get your life more organized through the use of Outlook’s multiple Calendars.

Note: If you would like to see tips and tricks that will help you make even better use of Outlook Calendars, click here.

Working with multiple Calendars is just one of the topics covered in Lesson 6 of the 6-week online course, Introduction to Outlook 2007. In that lesson alone we cover all the major aspects of using Calendars in Outlook. If strengthening your skills with Microsoft Office Outlook 2007 makes sense to you in these uncertain economic times, I urge you to visit IntroToOutlook2007.info to learn more about the course.

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