How to use the New Microsoft Outlook Calendar - Beginner's Class

have you made the switch yet to the new  Microsoft Outlook well this tutorial here   today is going to be focused on the calendar  section of that I want to go through all the   features to make sure that you're using  your calendar effectively and that will   make everything very efficient for you to  have everything scheduled and shared with   whoever you need to so let's get started  on how to use the new Microsoft Outlook calendar hi I'm Jamie and welcome to teachers  Tech it's great to have you here today first of

all I want to make sure that you're in the new  Microsoft Outlook and if you take a look at the   top right hand corner there's a toggle I have mine  toggled on so if you're in the previous version uh   you can open that up and just toggle it over and  then it will do an update and it will switch you   over to the new calendar the other way you can  do this on your Windows computer if you go to   the Microsoft uh store uh open that up and just do  a search for Outlook uh you can download it from   the store here it is right here so just I want to  make sure you're on the right version this looks   very similar to the web version uh that uh we had  uh before that Microsoft had so we're focused on   the calendar today uh I just want to point out if  we look over on the left we have our navigation   to our different apps uh like the mail if I go  over to the mail I have a completely different   video of beginner class how to use the new uh  Outlook mail so I'll put a link to that Below   in the description and up above in a card so you  can go check that out if you have questions about   how to use uh email with a new outlook but we're  focused on the calendar here today so let's get   started on the basics just with a walk around  of what you're seeing now I want to do a walk

around of what you're seeing and how to make some  adjustments to customize it the way you would like   now let's start at the top here I'm not going to  go into the new event quite yet but I just want   to point out the views do you want to look you can  see right now it's on the month view do you want   a day view just go ahead and click this work week  or versus the week uh right now I'm also on split   view I have two different accounts here's one of  my demo accounts and this is one as well I have   split view turned on so it will show me both of  them at the same time so if I just turn that off   then it's only going to show me the one calendar  here but you can uh choose which one down here   and as I go through I just want to point out  this is the new condensed ribbon through here so   if you're used to kind of more of an expanded go  over here toggle this and go to the classic ribbon   and then you get this display so you choose what  you want to have there if we look across the top   we have our view but you're going to see a lot of  the same things that you see uh in the previous   one too so if I go to home we have our split view  month week if I go to view you're seeing the same   things there is the calendar setting Under The  View we also have it up top here so if I go ahead   and just click on this uh it will open up to  the uh calendar settings this goes directly to   the calendar settings this one up top uh will  bring you to kind of the general settings but   you can still navigate to here I'm not going to  go through the different settings at the moment   but I do want to point out under General you can  change the appearance so you got language and time   and appearance we could go to a dark view if you  wanted that or even choose a theme uh and you have   to hit save to make sure it stays because as soon  as I go out of it will ask me if I want to save   so I'm going to hit discard and when you make  those changes that's for uh you know even your   email and everything it's just not calendar it's  all the new uh Microsoft Outlook so I just want   to point out where those are now uh I do have my  two accounts on here uh on the left hand side I   have this account and then this account that I've  added uh to here with my different calendars and   I'm going to show you how to add more calendars  so maybe you have a favorite sports team and you   want to follow when all their games are I'll show  you how to add something there's lots of different   calendars uh you can add to this a couple last  things uh if you don't want to see this here uh   just go ahead hide the navigation pane here I can  click it on or off and on the right hand side if   I'm just going to go back to my month view here uh  notice that we have uh this on the right hand side   this just shows me the EV of the day I can toggle  this or turn this off or on just by selecting so   depending on what you want to see there now to  see uh to go through the different months you   can just go use the arrows you can go previous  you can go ahead so as I go through if I wanted   to see maybe what a certain date lies I could  go ahead and find it if you want to go away in   the future just go in here and click the date and  maybe I want to see in 2034 in a certain month uh   what day something is I can go and do that but if  you ever need to go back to today just click today   and it just goes back to where you are in the week  so just a little bit of about navigation the dates   we can do this on the right hand side here or  sorry the leftand side as well uh if we wanted   to go through the months uh just like that we can  do that and we can hide this calendar so if you   don't want to see this calendar we can just open  it up here so that's just a little walk around we   can select our date from here and notice it comes  over here on the calendar so let's go to our next   step and get into uh creating some things so the  first thing I just want to show you how to adjust

is your weather because you don't want the wrong  weather showing up here um as you're looking in   planning your day if that's going to change your  travel plans or not but if I go ahead and uh just   hover you kind of shows the weather but if I  click on it we can edit our location so if I   hit edit location uh this will come up how do you  want to at Fahrenheit Celsius and you can just go   and add you can see where it defaulted to here  but I can add another location by search so if I   was uh going to type in uh let's say Los Angeles  I could go and uh also use my location if I want   it or hit add and then if I didn't want the other  one I could go and delete it and then hit save so   you're going to see if I exit out of here this  heavy rain that was there on the other one is is   gone so I just want to make sure I point out  to adjust your weather setting if I open the   pane over here expand the agenda pane here uh you  also will see the weather up top there as well now

the other thing I just want to show you is what  you're seeing for calendars on the left hand side   here notice as I pointed out I have two different  accounts if I just open or close this you can see   how it expand it but if I go to my calendars here  I can uh you're not seeing any events because I   don't have any calendar selected so if I wanted  to see if I have any events if I click calendar   oh notice I have something right here on it uh  I so I just didn't have that calendar selected   I also have this one here United States holiday  so if I wanted to turn this one on now I'm seeing   two different ones I can still change my Views  uh of different ones and you're going to see what   comes up from it um you know depending on what  you have uh shown on it but if I go back to the   month so I can also turn on calendars from other  accounts so if I go to this one and click it now   I have this showing up here that the event  was created on that one so if you're not   seeing something make sure you have your correct  calendar selected so if I just turn them off you   can see how ones will disappear and right now I  just have the holidays on the other thing I want

to point out how do you add maybe uh you have a  favorite sports team or other things I'm going to   show you if we go ahead and add a calendar here  now what do we want to add you can see there's   Sports birthdays holidays subscribe from the web  I'm in this example uh I'm going to go and add a   sports one I can create a blank one as well if  I was going to you know if I wanted to just for   one called home and then I could put all my home  events on it and share that calendar with other   people in my family and we could kind of organize  from there but I'm going to pick a sports team   here and we have all these different sports I'm  going to go to the NFL since it's a Sunday here   and we have uh who's playing Casey in Miami is in  Germany right now but maybe I want to follow the   Miami Dolphins so if I go ahead and select that  you can see I can also select all so I have that   turned on now and I'm just going to close out of  this and I can see Miami Dolphins I can see that   they're playing where they're playing so they're  going to be playing uh the 19th and the   24th here as well uh who they're playing against  if I click on the event and opens up it gives me   uh more uh information about this and where  I can check this out so that's how you can be   adding kind of some fun calendars to this or even  another blank calendar let's go to the next step

now so let's talk about organizing your calendar  so right now I just have the Miami Dolphins on   here can move this up or down too so if I move  over here uh where my mouse is and just click   and hold I can drag it into different locations  if I go over here uh I have more options so hover   you get those three little dots and look what  I can do I could say show this but this is the   only one showing only right now because the only  one I have selected I could rename this so if I   don't want this called Miami Dolphins I could  call this whatever I want I could remove it so   any calendars you don't want you could just simply  hit remove and it's going to be gone from   there so notice that this one's at the bottom if  I don't want it there and at the top my calendar   goes the top some other things you might want to  do to help organize you might want to change the   color so if I was going to say turn this to Green  you can see how now everything here is green on it   so if I go back color yeah I'll do that one more  time and then this changes so uh you can identify   the calendar uh by what color the events are  coming up here too we can have some charms so if   I was going to put this star on here notice that  the star shows here as well so just by clicking   on these you have some different options uh we  can move down or move to I was showing you the   drag uh where we can drag to but we can move to  other folders as well through here so some quick   organization uh here with the calendars let's  talk about sharing calendars I'm going to go

ahead and create a brand new calendar here so  I'm going to go to add calendar and this time   I'm just going to create a blank one and we're  going to call this home so this calender let's   say it's about uh sharing with the family uh so  that we just can keep organized I can go and pick   a color so I'm going to pick this color I'm going  to pick the home symbol so I when I see it it's   easy to recognize what calendar do I want to put  it under uh I'll just leave it under this one for   the example I'm going to hit save and now home  is created if I close out of here uh I have   home right here so if I uh wanted to share this  let's say with my wife or kids what I can do is   I can click here I can go sharing permissions  and if I go and click on this one all I have   to do is enter who do I want to share this with  so if I was going to add a person here how do I   want them to see this can view all detail so that  means if I go and enter something in when they go   to their Outlook they'll be able to see this as a  calendar on their side that they can view if I I   go down I can view when I'm busy can view titles  and locations can edit I'm going to say the can   edit because I want the other person to be able  to adding events in this that's my example but   maybe you don't want it you just want them to see  your calendar so you got to think about how you   want to have those permissions just go ahead  and click share and this shows me that it's   inside my Organization for this example and she  can edit but at any time uh you can see I have   these options that I can go and change if I just  want to go to view the details now that's the new   one so I can still change the permissions after  that so now this calendar if she accepts it will   be listed here for her in her Outlook and then  she and I can work together and keep everything   organized okay let's get to the main thing here  is really about using the new outlook here to

help keep everything organized uh first of all I  just want to point out that uh we have this   right here so this shows that I'm in the office  this shows that I would be in home or remote I can   change these at any time so if I wanted to change  that to office I can if I go up where I haven't   selected anything I can click on this and choose  but I could also set a schedule so uh this will   show work location on my calendar and then if I'm  having that calendar shared people would be able   to see where I'm working uh from so that's a handy  feature but I could also set my schedule through   here and where I'm working from where I can add  my location add my time so you can customize that   the way you'd want now I'm going to create two  different events so let's say uh the first event   is going to be just a simple one for myself to  remind uh then the SEC the other one is going   to be uh just uh for a shared one where I need to  invite other people to the event and they're going   to get sent messages so the first thing is let's  say if I just go and click uh once on a date it   pops up with this quick one here that I can  quickly fill out I can do a few different things   here so I could go to new event and it gives  me this more expanded one here to put some more   information or I can just double click on a date  also and it gets to this as well so if I'm just   start giving a simple event that I need for myself  I need to choose the calendar so if this just on   my personal calendar maybe I'm going to say uh  remind myself to uh publish video on that day   I'm not inviting anybody to I'll do another one in  a moment about that uh what's the time that I want   so I could go through and uh choose a time through  here you can see they make it pretty easy I can   also go on the side here I can drag this around  and notice the times are changing I can expand   this too so if now I can still drag it around and  now it's going to be longer so I can just simply   do that and then as you get things more filled  up you'll in your schedule you're going to see   uh different things so that pop up that you'll be  in Conflict if you try to overlap them or is this   an all day so if I click all day it just puts it  at the top of the day uh so if it's not in a time   they'll just place all day events right at the  top and then if I go through does it repeat so   is this something I'm doing every week maybe on  this day I can go say weekly in this case on how   repeat one week occurs every Thursday until when  so then I can select my date uh from wherever so   if I was just going to say to the 30th and repeat  once a week and we'll hit save and then we can go   through add a description that we want with any  of this I can type up any information I'll just   say video and I can go and do any formatting here  is there an attachment that I need to add I could   browse from the computer I or my one drive upload  and share so I have maybe it's a PDF or a picture   that I needed to add so I can add all these things  to help me remember the other thing I just want to   point out before I hit save on this one do I want  this to be do I want to be reminded so right now   it says day before so if I was going to say uh day  before maybe I want it to be day before at 9:00   a. m. or at the time of the event I can make these  uh adjustments and I can say add an email reminder   here so this was where I can add an email reminder  to this uh that I get notified that way as well   if you get everything the way you want you could  hit save and I should have the event uh created   here and here it is publish video and notice  it's repeating and that's what this symbol is   right here it's a repeating event uh to this day  so uh if anytime if I go I could make some edits   to this so if I grab and I stretched it out there  now it' be on the two days here I could click on   it double click and I get back to options where I  could make some changes to this one and if I just   clicked on it once I'll click off of it I'll click  on this one again and I can make some edits here   but I could also delete this so is it just this  event this and following events all the events   so maybe it's just this event and I hit delete and  just this one is out of the series here so that's   a very quick way to add an event for yourself  but let's say I have another event that I   need to invite people to and it's going to be uh  on these days right here so if I go I tend to just

double click so if I double click and it opens  up the this one this is going to be let's say a   basketball tournament but before I even do that  I need to make sure I get the right calendar so   if I go and choose oh this is going to be a home  calendar here and it's basketball   tournament so I'm just going to say basketball  and I need to invite people I just can click in   here and I need to say well you know what my kids  need to be in maybe my wife and I could add more   people and this will be added to their calendar  I'm just going to stretch this out here so we   can see a little better what's happening now as I  go down you can see we have some optional uh here   invite optional attendees as well I'm not going to  do that for here now with the assistant they can   find times to help schedule things so right now  I know there's nothing in anybody else's calendar   on those dates so it's telling me available  everyone and I can choose one of these and it   will change it and I can change the time on this  like I showed you before um and select different   times and it will update at this point here but if  I know this is an all day I could just select all   day and then um have that option because if it's a  basketball tournament maybe it's best to leave it   at there but I can make those changes as well so  maybe I need to add a location and I can just uh   I'm going to be a little bit of random here maybe  this is at a hotel that uh we'll be going to and   staying and then I can add that uh to it again  description any information maybe there's uh the   uh schedule of uh of your games that you could  add to this so if you're sharing this with other   people then they have that as well noticed here um  what this is send instead of save if I drop down   you can see I can save this as a draft as well so  it won't send the reason is because since other   people are invited when I hit send they're going  to get this message in their email the event is   created and it's going to be shared with them but  it's get sent to them so it's a little different   if it's just one to myself it's just save but  when it's to other people it's sent so here we   have it right here I can still make edits to  this I can see who where we're staying in the   day uh I can hit edit or cancel on it so it's a  little different than discard I could change so   if I go ahead and stretch this out oh we're going  to be overnight and then hit edit it's going to   need to resend this again so the time's adjusted  I hit send and then they get notified as well so   if I double click it opens back up is there  anything that I want else from them so uh   you can see I can have the tracking I can have  the response request here and the reminder all   these things that I can set uh through here so  those are a couple different ways that you can   uh create your vents whether it's individually  just for yourself or need to share it to other   people then send it out I just want to end this  video here today this beginner class with one

last look at the settings uh so under View and  we have settings right here we can also go to   the gear up top if I go ahead and choose this it's  the calendar one I just want to talk about and if   I select calendar uh if we take a look at  this so if I go events and invitations you can   see uh We've have this information here but what  I kind of want to show is events from email so   Outlook can automatically add events like airline  flights and other reservations from your email   to your calendar so if you get a flight uh then  they will recognize that and that will get   added to it so you can set this up uh all these  different options from package deliveries flight   reservations hotel reservations so when you get  these emails uh they will be on your calendar so   you can choose how you want those to be seen now  the other thing is uh I just want to point out   shared calendars we can share calendars from here  as well and I've talked about it uh in the other   ways and then we have customize actions where you  can add different things uh to this so I'm not   going to go and turn any of these ones on I the  last thing I just want to show you is the bookings   with me and this is where so this is a personal  scheduling a page where people inside and outside   your organization can see your availability do you  want people to be able to see that so when they   schedule ones uh they know exactly when you're  available so make sure you remember about those   settings and how to kind of just personalize it to  what you need so I hope you like this beginner's   class on how to use the new Microsoft Outlook  calendar I like the look of this you know   has that feel of that online it's more simplistic  but has all the great options as well let me know   what you think down in the comments let me out  know what else you'd like to learn about thanks   for watching this time on teachers Tech I'll see  you next time with more Tech tips and tutorials