Calendar basics in Outlook

Viewing your calendar

  1. Open the Outlook client.
  2. Click on the calendar icon.

Menu bar with calendar button highlighted


Browsing through different dates

  1. The first thing you will want to do is pick a view: Day, Work week, Week, Month or Schedule View. Simply select the view from the Home ribbon.
  2. To move to a specific month and day, you can use the mini monthly calendar.
  3. Alternatively, 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.
  4. To go back to today's date, click the Today button in the Home ribbon.

Calendar view in Outlook


Setting your work hours

Set the days and hours you typically work in Outlook to make scheduling meetings at appropriate times of day easier. Days and hours outside of your work hours will be grayed (or blued) out in your calendar. The scheduling assistant in Outlook uses working hours to suggest times for meetings, enabling colleagues to schedule meetings during times you are likely available.

  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.

Outlook Options - Calendar dialog box, setting work hours


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.

Printing a calendar options


Need help?

Contact the IST Service Desk at or 519-888-4567 ext. 44357.

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Article ID: 65618
Fri 10/19/18 3:26 PM
Tue 9/24/19 11:57 AM