How to Get the Most Out of Your Outlook Calendar

Do you ever find yourself struggling to keep track of your appointments and meetings? Outlook's calendar feature is here to help! Whether you're an attendee or the organizer, accessing and customizing your calendar view can...

Do you ever find yourself struggling to keep track of your appointments and meetings? Outlook's calendar feature is here to help! Whether you're an attendee or the organizer, accessing and customizing your calendar view can make a world of difference in staying organized and on top of your schedule. In this article, we'll guide you through the various ways you can view your calendar in Outlook to suit your needs.

On Outlook 365 (Desktop)

If you're using Outlook 365 on your desktop, here are the steps to view your calendar:

  1. Open the Outlook app and select the Calendar icon on the sidebar.

    Click the Calendar icon on Outlook app

  2. Expand the My Calendars dropdown. If you have a shared calendar, you can find it under the Shared Calendars folder.

    Expand My calendars folder on Outlook calendar

  3. Enable the checkbox next to the calendar you want to view.

  4. Select the Home tab and choose one of the following options to view your calendar in a different layout:

    • Day: view meetings and appointments of a particular day (Shortcut: Ctrl + Alt + 1 / Command + 1)
    • Work Week: view calendar details throughout the work week (Shortcut: Ctrl + Alt + 2 / Command 2)
    • Week: navigate to the next or previous week by clicking the arrow icons (Shortcut: Ctrl + Alt + 3 / Command + 3)
    • Month (default): view the entire month (Shortcut: Ctrl + Alt + 4 / Command + 4)
    • Schedule view: see all events on an hourly basis for a single day or multiple days (Shortcut: Ctrl + Alt + 5)
    • Today: view events for the current day
    • Next 7 Days: view events for the current day and the following 6 days

    Outlook calendar view options

  5. You can also use the left and right arrows above the calendar to jump to the next day, week, or month, depending on your active calendar view.

    Go to the next day, week, or month in Outlook calendar

  6. To open a calendar event and view its details alongside the calendar, click the View tab, then select Reading pane or Layout > Reading pane, and choose either Right or Bottom.

    View calendar details side by side

  7. If you prefer to have a quick peek at the calendar while reading a message, simply right-click on the Calendar icon and select Dock the Peek.

    Dock the Peek and read Outlook message side by side with the calendar

On Outlook Web

When accessing Outlook on the web, you can follow these steps to view your calendar:

  1. Sign in to your Outlook web account in a browser.

  2. Select the Calendar tab in the sidebar.

  3. Expand the My calendars dropdown and click Show all to view all your calendars. If you have other calendar folders, you can expand them and select the calendars within.

    Expand My calendars folder

  4. Select the calendars whose events you want to view. Make sure a little tick icon appears next to each of them.

  5. Under the Home tab, choose one of the view options such as Day, Week, Work week, or Month. You can also expand the dropdown next to the Day option to view calendar details for up to 7 days.

    Choose one of the calendar view options on Outlook web

On the Mobile App (both Android & iOS)

If you prefer to access Outlook on your mobile device, here's how you can view your calendar:

  1. Open the Outlook app.

  2. Tap the Calendar tab at the bottom bar.

  3. Tap the calendar view icon next to the search icon, located in the top right corner of the screen.

    Calendar view icon on Outlook mobile app

  4. Select one of the following calendar views:

    • Agenda: view only the events for each day in the calendar. If a specific day has no scheduled events, the calendar will display "No event" under that day's date.
    • Day: view all events of a particular day and scroll up or down to see events hourly.
    • 3 Day: view all events of the selected date and the following two days. For example, if you choose June 20, you'll see events for June 20, 21, and 22.
    • Month: view events for an entire month and scroll up or down to switch to the previous or next month.

    Calendar views on Outlook mobile app

Now that you know how to optimize your calendar view on Outlook, let's explore how you can view multiple calendars at once for an even more efficient scheduling experience.

How to View Multiple Calendars at Once?

By default, only one calendar is selected and appears on the reading pane. If you want to view two or more calendars simultaneously, try these methods:

  • To open each calendar in a separate window, right-click on the calendar and select the Open in New Window option.

    Open Outlook calendar in a new window

  • To view multiple calendars side by side, simply enable the respective checkboxes.

    View two or more calendars in Outlook

  • If you prefer an overlay of two calendars, enable their checkboxes. Then, click the left arrow icon of the second calendar. To remove the overlay, click the right arrow icon in the first calendar.

    Merge and view two calendars in Outlook

Additional Questions

Why Can't I View Other People's Calendar?

In order to view events in other people's calendars, they need to share the calendar with you. However, please note that you cannot view details of calendar items that they have set as private.

How to View Multiple Time Zones in Outlook Calendar?

If your attendees are in different time zones, you can add secondary time zones to your calendar view. This allows you to see both timelines and find a suitable time for everyone when creating a meeting invite. Here's how:

  1. Click the File menu at the top.

  2. Select Options in the bottom left corner.

  3. Click the Calendar tab in the sidebar.

  4. Scroll to the Time zones section on the right pane.

  5. Enable the "Show a second time zone" checkbox and choose the second time zone next to the Time zone field.

    Add a time zone to Outlook calendar

Now you're all set to make the most of your Outlook calendar! Stay organized and never miss a beat with these helpful tips and tricks.