Email and calendar
Email and calendaring for faculty and staffDesktop Integration Package 12.0.618+ (April 2014) Expand or Collapse the Coveo Sidebar You can minimize the width of the Coveo Sidebar in Outlook to make more space for other Outlook panels and easily toggle the Coveo Sidebar back to its normal width using the Expand/Collapse option.
Customize calendar views: Outlook 2010 and 2013
In this tutorial we will explore of some of the built-in calendar views and examine some strategies for customizing them. By default you already have quick access to some of the pre-set views in Outlook 2010 or 2013: Day, Week, Month, and Work Week. We will also explore other views such as Active Appointments, Side by Side, and Overlay.
Day
When you select Day view, Outlook displays the current date by default. It also shows regular business hours and non-working hours in different colours to help you quickly distinguish between them.
- To view other dates, click on a date in the mini-calendar.
- To scroll through other months, click on the arrows provided.
- To schedule an appointment or a meeting from this view, double-click on the desired time. For more information on creating meetings please see Initiate a meeting request: Outlook 2010 and 2013.
- If you're searching for a date far into the future you may find it simpler to use the Go To Date dialog box which can be accessed from the Go To menu (a small icon that makes the panel pop out), or by using the CTRL + G shortcut keys.
Week
![Mac Mac](/uploads/1/2/5/6/125607058/970270646.jpg)
The Week view displays information for the entire week. Saturday and Sunday are represented with a different background colour and, as with the Work Week view, information is truncated to fit the display area. You can navigate in Week view using the arrows provided or Go To Date feature (CTRL + G), just as you would in Day view.
Month
The Month view is the view that looks most like traditional calendars. This view enables you to view anything that is on your schedule for the entire month. You can navigate in Month view using the arrows provided or Go To Date feature (CTRL + G), just as you would in Day view.
Work Week
When you select Work Week view, the calendar displays information for Monday to Friday on one screen. This view is useful when planning a weekly schedule. You can navigate in Work Week view using the arrows provided or Go To Date feature (CTRL + G), just as you would in Day view.
By default, Work Week view is configured to be Monday to Friday, 8:00 a.m. to 5:00 p.m., but it can be set to display different days and hours if desired.
- To make changes to the Work Week view, click on File and then select Options from the navigation bar on the left.
- In the Outlook Options window, click on Calendar.
- Within this panel, you can customize many aspects of your calendar. For example, you can change your work week to Monday through Thursday by selecting the check boxes beside your work days. Customize the calendar to suit your needs and click OK.
Active Appointments
The Active Appointments view shows your appointments, events, and meetings starting with today's date. This view separates your appointments and meetings by how often they occur.
- Click on the View tab and select the Change View button. Then select Active from the menu.
- To revert this back to a regular calendar view, you will need to repeat this process and select Calendar instead of Active.
Side by Side
The Side by Side view allows you to see several calendars on a single screen, which can be useful when scheduling. If you have access to someone else's calendar, you can view their calendar right next to yours.
- Click to select the calendars you wish to view. Outlook allows you to select up to 32 calendars at one time. To view one calendar only, deselect all of the other calendars and select the one you wish you view.
Overlay
The Overlay view provides the ability to overlay several calendars on top of each other to help you visually locate free/busy time. You must have at least two calendars, either your own or calendars for others that you have been granted sharing or delegation permissions.
- Select two or more calendars. This will open the Side by Side view.
- Click on the arrow next to the calendar's name to move it on top of the calendar that is immediately to the left. Repeat for any other calendars you would like to overlay.
- To remove calendars from overlay, click the arrows that now point to the right along the top of the viewed calendars.
How-tos
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Email & calendar |
Note: Outlook for Mac for Office 365 and the Outlook for Mac application released as part of the Office 2016 for Mac Preview are the same product, so this blog applies to both as long as they are updated to version 15.8 or higher.
The 15.8 update for Outlook for Mac was released on March 5, 2015, and it contains a new feature: Side-by-Side calendars. This feature allows you to view up to 3 calendars side-by-side instead of in overlay view. You can use this feature with your own calendars and shared calendars.
Before this feature was introduced (in Outlook for Mac 15.6 and lower versions), multiple calendars could be viewed at the same time in overlay view only. In the screenshot below, notice that 3 Calendars are selected in the navigation pane, and 3 different meetings appear on the calendar. These 3 meetings are located in each of the 3 calendars and are viewed in Overlay view.
Now in version 15.8 and higher with the Side-by-Side Calendar feature, you have the option of viewing multiple calendars in Side-by-Side view, as shown below.
Overlay view is still an available option, which is located on the Organize tab in the Calendar. Simply click it to enable or disable Overlay view.
You can view up to 3 calendars in Side-by-Side view at a time. When you select more than 3 calendars the view switches to Overlay view automatically. If you have more than 3 calendars selected, you will not be able to click the Overlay button to disable it. You must deselect calendars until you have 3 or fewer selected to view the calendars in Side-by-Side view again.
Collapsing Calendars
An option to change the view when in Side-by-Side view is to click the arrows on the calendar tabs in order to collapse the calendars so they are overlaid over the other calendar(s). You can click the left arrows on the calendar tabs to collapse them, and then the arrow on the calendar tab changes to a right arrow so you can move it to the side again. You can collapse the calendars in this manner in any combination of calendars that you prefer.
This image shows Calendar 2 collapsed with the primary calendar, while Calendar 3 is kept separate on the right.
This image shows both calendars collapsed with the primary calendar.
Arranging Multiple Calendars
You can arrange the calendars when they are in Side-by-Side view by selecting them in a specific order. They will appear in the order you select them from left to right. For example, if you deselect all calendars, then select Calendar 2, then select Calendar 3, and then select the primary Calendar, they will appear in that order, as shown in this screenshot:
As another example, if you have 3 calendars open in Side-by-Side view, and you would prefer have the 2 additional calendars collapsed together and your primary calendar separate on the side, follow the steps below.
Step 1: Deselect the primary Calendar, named “Calendar” in the screenshot, so it is not displayed. |
Step 2: Click the left arrow on the Calendar 3 tab to collapse it with Calendar 2. |
Step 3: Enable the Primary Calendar. |
Results: The primary calendar will now be displayed separately on the right side while the other 2 calendars are collapsed together on the left. |
Calendar Colors
Another new feature introduced in Outlook for Mac for Office 365 version 15.4 is Calendar Color. This allows you to assign a color to each calendar to make it easier to tell them apart. To choose a color, right-click the Calendar, select Color, and click the color you prefer.
Each calendar tab will display the color assigned to that calendar. Meetings that do not have a category assigned to them will appear as the color assigned to the calendar in which they are located.
Any calendar item with a category assigned will be displayed with that category color instead of the color assigned to the Calendar. Category colors override the Calendar color.
Note: The “Calendar 1 Appt – Categorized Red” meeting in this image appears red. The Calendar Color is blue, but this item appears red because the red category is assigned to it.
The Calendar Color feature is also very helpful when you are viewing several calendars in Overlay view, as the colors make it easier to determine which item belongs to which calendar based on the color.
Notice in the above screenshot that the Calendar 1 items appear a normal color, while the Calendar 2, 3 & 4 items appear faded. This is because 'Calendar', which contains the Calendar 1 items, is the highlighted calendar in the Navigation pane on the left. This is another way to determine which items belong to the calendars.