Using the Calendar in Outlook 2011 for Mac


Calendar is the calendar and scheduling component of Outlook for Mac that is fully integrated with email, contacts, and other features.


Basic Calendar Functions

  1. To open the calendar, click the “Calendar” button in the Navigation Pane or use the Command+ 2 shortcut.

    Outlook Shortcut bar
  2. You will see a structure much like any mail folder, with the ribbon interface, Navigation Pane, and central window.

    Outlook calendar

Using the Calendar Navigation Pane

  1. At the top, you will see a "mini" calendar. The current day is highlighted. You can click any date to go to it or you can use the arrows beside the current month to go back or forward in the calendar.
  2. Then, in the “My Calendars” section, you will see all your available calendars.

Customizing Calendar Views

  1. You can change the appearance of your calendar using the view options on the “Home” and “Organize” tabs. The “Home” tab offers these options:

    Calendar view option
  2. Notice that the current view is highlighted in dark gray. Let's review each choice.
    1. Day - View one day at a time
    2. Work - View a week, Monday through Friday
    3. Week - View a seven-day week
    4. Month - View a month in low, medium, or high detail
  3. You can also use the “Organize” tab to customize your view with more options:

    Organize Tab
  4. Let's review the commands:
    Group Commands
    New Calendar Will create a new "sub" calendar in your mailbox.
    Categories Allows administration for your Colorized Category list.
    Day/Work/Week/Month Changes your Calendar view to the associated option
    Scale Changes the scale to view more in the same window.
    Grid/List Changes Calendar between classic grid view and a detailed list view
    Open calendar Allows you to Open another users shared calendar
    Permissions Allows you to set permissions for other to have access to your Calendar

Creating and Editing Appointments

  1. There are several ways you can create a new appointment. Like a mail message, if you're in the Calendar folder, you can use the “Meeting or “Appointment command on the “Home” tab or the Command + N shortcut.

    Outlook home ribbon commands
  2. A new appointment window will open. Click Save & Close when finished entering data.

    Creating new appointment
  3. You can also double-click a location in the calendar to place an appointment there, or Control + click and choose either “New Appointment ” or “New Meeting ”.With any of these actions, you will see the “New Appointment” window. When the time for the appointment comes, Outlook will remind you of it.

    Pop-up calendar reminder
  4. You can choose to “Snooze or “Dismiss” this reminder. Open the item by clicking on the Calendar Icon.
  5. To edit an appointment, double-click to open, make your changes and click Save & Close:

    New appointment window

Understanding the Appointment Tab

  1. When you are in the calendar and an event is selected, you will see the “Appointment tab.

    Appointment ribbon
  2. Let's review the commands:
    Commands Function
    Open Opens the appointment selected
    Delete Deletes the selected appointment
    Invite Invite attendees to an already existing meeting/appointment
    Status Allows you to set certain variables to tag for this appointment
    Reminder Sets the reminder timer for notifications on this appointment
    Recurrence Allows to make this appointment recurring according to a schedule
    Categorize Allows categories to be assigned to your appointments
    Private Will mark this appointment unreadable even by those that have access to share your Calendar

Using the My Day Feature

  1. No matter what section of Outlook you are in, you will see a “My Day” button.

    My Day button
  2. This feature allows you to view your daily schedule and task list. To use this feature, click the “My Day” button. The “My Day” application has two parts. The first section shows your Daily Calendar View. In the second section you see your current tasks and any contacts that you have flagged. There are also some additional options on the bottom.

    My Day


Article ID: 58408
Fri 7/27/18 11:19 AM
Fri 2/22/19 11:21 AM