10 NEW Microsoft Outlook Calendar Tips & Tricks for 2024

hi I am Jamie and welcome to teachers  Tech I have 10 tips for you for the   new Microsoft Outlook calendar these are  going to help with your productivity and organization just before we start I just want to  make sure you're in the new Microsoft Outlook you   can see up in the top right hand corner how I  have mine toggled on and these tips are based   around the new Microsoft Outlook I do have another  video where I have the top 10 tips for Microsoft   Outlook email I'll put that in the link up above  in the card so you can check those out too this   is dealing with more about the calendar let's  get started with these tips tip number one will

save you a little bit of time let's say you have  a meeting like this one and you realize the half   an hour that you have scheduled probably won't fit  it all in but I can't add any more that day I want   to schedule another time with the same people I  could go to another spot and create that meeting   add people again but try this dress right click  on it and we have duplicate event as soon as we   do that what will happen is all the information  and the people in it will be there all I'm going   to have to do then at this point is just pick the  DAT that I want and then after that just send it   and you're going to notice it on the calendar with  all the same invites tip number two is to add a

work location here's an example if I go to any of  these dates and I just click right here I can add   work location on that specific date and it's  going to show up uh for other people right here   how you can see it's turned to the office but if I  want to kind of schedule everything predetermined   I can set a schedule this is going to open up  the settings under the calendar and you can see   that I can go through and pick what days that  I'm going to have things set and the time so I   could go through then and add where I'm going to  be working from so this is great in that hybrid   working environment if you don't want this to  show it all in the calendar you can turn this   off here uh and this will not show after I save  it they're all gone tip number three and I really

like this one you can create a bookings page for  yourself and then send it out to people so here's   a completed one that I have opened in a different  account they can see my schedule and when they   find a time let's say here notice how the check  mark disappear they know that this is my only   time to book that schedule so at this point they  can go through select it hit next and then sign up   for that meeting this is really great so maybe  you're a teacher or a small business owner and   you're setting up those meetings and trying to let  people find out when you're available let me show   you how you create this so I'm in calendar I'm  just going to go to the calendar settings under   View and when I open this up just make sure you're  under calendar here select calendar again and   you're going to get the option of bookings with me  choose what calendar or what account this is going   to go to and then click on this link after you've  done this you can actually add this to your email   signature so a person could just click on that and  then open up that same thing I just showed you but   click on this and you're going to have this open  up right here this booking page now you can go   through and do a little bit of customization if  you wanted a different Banner you can go through   and choose the banner through here but this is  what shows up so this is what I already showed   you in the demo there's this office hours if I  click on this I can go through and edit it maybe   a different description category I can make this  private change my time uh to different ones and   you can see all the customization that you can  do to set this up and then there's the advanced   options there is the share up here but you can  also go to the share up here to send it out I   wanted to point out you can create more of these  so if I hit the plus here you're going to be able   to create a brand new one that you can go through  and set up and then hit save so at this point I   could go through and share this in a few different  ways since I have only the one here I could share   and copy link or share through email or I could  do it right through here if I click so if I go   and say I want to share from here I could go here  and then uh just do email and I'm going to add a   person in here and then you'll be able to see when  I open up their email so this is what they see on   their end book a meeting they would click on here  and they would get to that same page that I showed   you before and it also prompts them to create  their own booking page tip number four can really

help you save a lot of confusion with others when  trying to plan a meeting for the best time you can   create a poll to ask them when is the best time  let's go ahead and create one now I'm just going   to go and create a new event here and once I do  that uh I'm going to go and you can see the dates   already in here as the 15th I'm going to add a  title and I'll just call this meeting and I need   to add some people to here so if I just go and add  at least one I'll add one more so as soon as I do   that I can schedule a PLL if you don't have any  people in it uh it will say that you have to add   people so as soon as I go schedule a poll notice  it says no one is available well that's because   the time the date here so I'm going to change the  date and let's go here the 17th now if I look at   it uh the availability here I'm going to choose  some times and I can select multiple to when this   could be uh the meeting and then they can vote on  this so if I go ahead and hit next and create pull   you notice how I can do some customization of this  and even put a location or teams meeting on this   uh I have all these options that I can go through  even do a little bit more of the settings I'm   going to go ahead and hit create and then let me  check that other email after I send it to those   those people so here's the email that I just sent  out after creating that scheduling poll I'm going   to go ahead and hit vote and this screen comes up  and you'll see where they can go so if there is a   time that they like or they can even put something  that they prefer in here or propose another time   but this way is going to really help you find that  exact time what works the best for everybody for

tip number five I want to show you how you can add  multiple time zones to your calendar so it makes   it easier to schedu schle with different people  in different time zones now I'm going to go from   month view and I can choose a different one either  day or week if I click on week notice I have the   time here and this is set to what I'm on right  now I can rightclick in here and I'm going to   get different time zones I can edit the time zone  you can also do this to go up to settings where we   were before and go under calendar and then you're  going to get to the same place for the time zones   now I'm going to go and just add another time zone  so maybe if I was connecting with somebody in New   York I can start typing uh that in and I'm going  to show it in calendar notice I can come back and   remove it as well if I hit save now and just close  out of here I can go and when I'm booking I can   see what the time will be for there and for here  so it just makes it easier to be thinking ahead   when you're booking these meetings what will be  the best fit tip six is a super quick tip let's

say you have your email open but on your second  monitor you want to have your calendar open you   can just quickly go over to calendar rightclick  and open in a new window so this will pop open the   calendar here and then you can take this window  here and move it to where you would like tip

number seven did you know you could copy a loop  component from Microsoft Loop just by going here   and copy and then go over to your outlook create  an event and paste this into the description so   if you're unfamiliar I'm going to paste this  if you're unfamiliar what a loop component is   they're an interactive component that will update  automatically across everybody wherever it lives   so it will be an instant update so in this case  if there was uh different things to mark off it   was completed if I put completed here and go back  over here it will show up completed here instantly   and it's across whoever that is shared with I do  want to point out this can be also just added to   an email you can paste this in it will pop up  here and it go to everybody's email and even   when you're inside an email you can go up and see  that there's Loop components that you can start   them from here or even when I'm in calendar at the  very bottom there's Loop components that you can   start from here if you're looking to learn more  about Microsoft loop I have a beginner tutorial on   that I'll put the up in the card and down  below in the description the link tip number

eight I want to show you how you can clear your  calendar and stop any invites to meetings while   you're away so if I go to calendar settings here  and I want you to go to accounts this time and go   to automatic replies let's say you're going to  be away make sure you have your right account   I'm going to turn on automatic replies I'm going  to say I'm going to be gone during a week here so   I'll pick just some dates that'll be gone from  the 15th to the 22nd notice I have some more   options I can block my calendar for this period  automatically de decline new invitations for that   events and Decline and cancel my meetings during  this period so if you want any of these on you can   just go ahead and select them now notice you get a  few more different options on how uh you want the   replies so if I drop down we can create a message  to include and reply or we can go through so make   sure that you're not getting into invited to  meetings that you're not going to be there   for be productive by sharing your calendar with  others so let's say on this calendar right here

this extraterrestrial Earth one I want to be able  to share with other people so they can see where   everything is even if my own events that I put on  it so I can do this in a couple different ways if   I hover over I have the ellipses here where I  can go to more options and I can go to sharing   permissions and you get this right here I can also  in calendar settings you're going to notice that   under calendar we have shared calendars this is  going to go to the same one so if I drop down I   can choose my calendar and hit share who do I want  to share it with so I can go through and add the   people that I want to share it through whether  it be your organization but the nice thing is   what do you want them to be able to do view when  you're busy view titles and location all details   or even edit so you can set up this calendar on  how you need it to work for you and your team tip

number 10 reply to an email with a meeting so if  I pick this one right here take a look up in the   ribbon we have meeting I can just click on it and  it's going to automatically reply with the meeting   so notice I if I go down the person's already in  here so I can go through and set up this meeting   and then just send it so I can do the suggested  times send it and then that meeting will be set   and the other person will be invited now I have  three quick bonus tips for you the first one is

right here the filter so the filter allows you  to see exactly what you want to see so I have   it under all but let's see if I wanted to see from  meetings where I'm an attendee and you get to see   all the different things that you can switch it  from then only this is going to show up you could   go through and pick a lot of different things if  you have things with categories in it you can go   ahead and pick what category in those categories  will show up next I want to show you how to create   a calendar maybe your favorite sports team or  holidays by adding calendar and look right here   so if I was following a favorite sports team I  could pick what league that I'm interested in   let's say the NFL and then I could go through and  pick a team and as soon as I do that I can leave   here and you're going to notice that they're on  my calendar well it's the end of the season here   and this was their last game so this shows it on  but during the season it's a nice way to track   all the different ones and they have all the  different leaks and lastly I just want to show   you another quick way you can add your emails to  your calendar I'm in my email I'm just going to   open up my day and I'm under calendar right here  so if I go ahead and take an email I can just   drag it over and notice it says add as an event I  can just drop it and then all the customizations   to create that event are right there with the  correct people that are going to be invited to   it so at this point I can just go ahead and hit  send I hope these Outlook calendar tips have been   helpful for you if you have some other ones I'd  love to hear what they are just write them down   below in the description so I can check those out  and those other videos that I mentioned take a   look at those ones if you want to kind of dive  deeper into Outlook and Microsoft Loop thanks   for watching this week on teachers Tech I'll see  you next time with more Tech tips and tutorials