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About this lesson

Customize your Display Option preferences to suit your particular situation.

Exercise files

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Calendar Display Options.docx
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Quick reference

Calendar Display Options

Choose your Display Option preferences to suit your particular situation.

When to use

This section will probably be used only once or twice during your Outlook lifetime. Take the time to explore the Display Options and then move on with your work. 

Instructions

  1. On the FILE ribbon,  
    click Options,
    and select Calendar

Another way is on the Weekly Calendar screen,  right click a blank area and choose “Calendar Options”

       

  1. Work Time
    Select your work hours and days available for other’s to schedule you. The off-hours and off-days will appear grey on your calendar screen:

          

  1. Calendar Options:
    1. Toggle on or off the 15 minute appt reminders
    2. And Add Holidays for your country of residence (only one time or you’ll see two of every holiday if you do this twice)
  2. Display Options
    1. Change your default calendar color
    2. Choose whether to “Show week numbers”

      Calendar Colors:                                                              

             

        Results of Week Numbers:        

                      

  1. Time Zones
    Set up to two time zones: 
         
                                        
    Results on Weekly Calendar Screen:

              

  1. Weather
    You can disable the Weather feature, OR, you can switch from Fahrenheit to Celsius

          


Back to the Weekly Calendar Screen,

  1. Change Time Increments with a right click, then choose a different time span for your appointments.

Calendar Color can also be set with a right click on the calendar screen, choose Color, and pick a color:

  • 00:05 In this lesson, I'd like to show you some technical changes you can make to your
  • 00:08 screen that will just make life easier for you.
  • 00:10 And so I wanna go ahead and do a right-click on My Calendar and, as
  • 00:14 you can see here, I have calendar options which takes me to all these settings.
  • 00:17 I'm gonna close that and show you another way that you can get there.
  • 00:20 You can go to File>Options.
  • 00:23 In here I have Calendar, and it is the exact same screen we just saw.
  • 00:27 Now this screen really isn't that long.
  • 00:29 There's a lot of sections in it, but I'm gonna be going back and
  • 00:33 forth, but I don't want you to get confused.
  • 00:35 Just please explore in your Calendar options.
  • 00:37 Let's start at the top.
  • 00:39 Our work hours are from 8 to, 5, this is when other people can schedule me for
  • 00:43 appointments.
  • 00:44 If my hours are 6 to 3,
  • 00:45 I'm actually going to change this so they don't ever schedule me at 4 o'clock.
  • 00:49 Your work week, same thing, what days can you be scheduled for appointments?
  • 00:52 You might wanna leave your weekends off of there.
  • 00:54 Change the first day your week or the first day of your work year.
  • 00:59 Okay, I can turn off my default reminders if I don't want that 15 minute bell ahead
  • 01:03 of time or leave it on.
  • 01:04 And also I can add holidays.
  • 01:07 Now when I click the Add holidays I'm gonna choose which country I'm in.
  • 01:12 And I'm going to click okay.
  • 01:13 It says I've already done it, but that's okay.
  • 01:15 I'm going to do it again.
  • 01:16 All right, and you'll see those when we go back to my screen.
  • 01:20 Scroll down a little more and
  • 01:21 I can actually change my calendar color to whatever color I want.
  • 01:26 And we can do this on the actual calendar itself, but we have the option here.
  • 01:30 And right here we have an option that's Show week numbers in the month.
  • 01:33 Now, if you can take look, off to the left here, I have this little tiny calendar.
  • 01:38 When we get back to my main calendar I've turned this option on,
  • 01:40 that you're gonna see little tiny week numbers right over here.
  • 01:43 It's pretty awesome.
  • 01:45 Okay, scroll down a little more, my Time zones.
  • 01:48 Now I can label the Time zone I'm in as Mountain, which is fine.
  • 01:51 But I can actually show a second time zone.
  • 01:54 I'm gonna make that the Pacific Time zone.
  • 01:57 And, of course, select which time zone you're in.
  • 02:00 And, let's scroll down a little more.
  • 02:03 I can actually, let's see, Show the weather on the calendar.
  • 02:06 Now I like that weather on my monthly calendar, so I'm going to leave that, but
  • 02:10 you have the option to change it from Celsius to Fahrenheit, very nice.
  • 02:14 Well let's go ahead and click OK and see the results.
  • 02:16 Here we go. Now look at this,
  • 02:18 we have got the little numbers off to the left of My Calendar.
  • 02:22 I've got two time zones right here.
  • 02:24 Another feature here is you can right click on this time increment and
  • 02:27 you can change it from 16 minutes to 30 minutes, which just gives you a wider
  • 02:32 area, a full two lines for a one hour appointment instead of just one.
  • 02:36 I tend to leave mine at 60 minutes, which is fine and
  • 02:39 again that's on the right click.
  • 02:41 Now the calendar color, I can right click, go to my calendar color right here and
  • 02:46 I can change my calendar color.
  • 02:47 And you can see it happening right there on the screen.
  • 02:50 Okay, and I wanted to show you,
  • 02:52 okay here is my weather I wanted to show you, oh, I know, the holidays.
  • 02:57 I right click and look, we've got a holiday next week in America,
  • 03:00 so when I click there you can see My holidays were loaded up.
  • 03:04 You may want to get those loaded so
  • 03:06 you don't accidentally schedule an appointment on a holiday.
  • 03:09 So again wonderful features about detailed view settings that will help you.

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