With the addition of RSS and iCal for EventEssentials Pro users and reviewing Ideas submitted on the Community, I thought this may be a good opportunity to review tricks in Outlook's Calendar that many people may not be aware of.
Add new calendars
The iCal link from FSDirect or CommunityUse is an "internet" calendar. Other calendar feeds are available on the internet if you search for topics such as "public ics calendars". It is great to quickly add holidays (or maybe your favorite team's schedule) to Outlook without the tedious data entry or trying to perform an import (yes, it can be done via File→ Open & Export).
To add a calendar based on data from the internet:
Paste or type the web address here to add it to your list of calendars. To understand how this link can be produced from FSDirect or CommunityUse, view our Help Guide for details on how to generate an iCal URL for a feed.
Done! A new calendar will appear in your list that you can show or hide anytime.
"Overlay" Multiple Calendars into One View and Color-Code Each Calendar
In the View tab, you can quickly change each calendar's color. When you choose Overlay, it merges each calendar into one singular view. The arrows next to each calendar's name allow to toggle between one view or a side-by-side view and the X removes the calendar from the Overlay view.
See an Event's Details Without Opening the Event
Just as you can have a preview or "Reading Pane" for emails, you can also have one with events. Simply click the event and the pane refreshes...no more double-clicking and closing out the event details!
Excel uses "Conditional Formatting" to flag data, but so can your Outlook Calendar!
You can set up rules to consider text in the subject and/or body of the event, if it is a certain timeframe, and more!
Be able to see auto-colored events across all calendars like this:
Other Tricks in the Outlook Calendar Arsenal
- Drag and Drop an Email to Create an Event: although this will be limited to your personal calendar vs. an internet calendar, this is handy to convert an email into an event (or a Task) for scheduling and reminders. If you perform a drag/drop with your right mouse button, it gives you options to consider.
- Folder tab → Calendar Properties: Rename a calendar, determine if an event is seen or not makes a difference in displaying the events, give it a description
- Folder tab→ Delete: the calendar is no longer needed? No problem
- View tab→ View Settings → Other Settings: display the end time, time scale (defaults to 30 minutes) and font style/size
- View tab→ Open in New Window: want to see your email in one window and your calendar in another vs. toggling back and forth? This helps, just note that Outlook may assume you want to do that again the next time you open the program.
- Search: a small search bar is usually on the top right of the calendar. While you are performing a search, a hidden toolbar relating to search options appears.