Guide - Outlook Calendar for Windows

Outlook Calendar for Windows – Cheat Sheet

Issue/Environment/User Role

A Student, Faculty, or Staff Member is not familiar with Outlook Calendar, and would like to know about best practices.


The user has not previously used Outlook Calendar, it has been a while since they last used it, or the would just like to know more about the tool.


Schedule a Meeting and Track Responses:

  • Step 1 – Select “Home” > “New Meeting”                          mceclip0.png
  • Step 2 – Select “Scheduling Assistant”, and then add attendee names to get free/busy timesmceclip1.png
  • Step 3 – In “Room Finder” select a location from the room list and then choose a roommceclip2.png
  • Step 4 – Select ”Teams Meeting” “Skype Meeting” or “Schedule a Meeting” (for RingCentral) if individuals will be telecommuting into your meeting   mceclip3.png
  • Step 5: Attach a File – Select “Insert” > “Attach File” > select a file, and then “Share linkmceclip4.png
  • Step 6: Track invite responses – Select your meeting and then “Tracking” to see responsesmceclip5.png

Apply categories to sort your events

Right-click an event, select “Categorize”, and then select the category. You can use multiple categoriesmceclip6.png

Switch calendar views

From your Calendar, select “View” and then select a view option like “Day”, “Work Week”, “Week”, or “Month


Add a calendar to your view

From your Calendar, select “Add Calendar” > “From Address Book” and enter a contact to see calendars from people in your organization. Or “From Internet” to view online calendars


Create a meeting from an email

In an open message, select “Meeting”. A request is made inviting everyone on the “To” line as “Required Attendees”. Title and message body is copied over and can be edited



Keyboard Shortcuts – increase your efficiency with some keyboard shortcuts to

Go to Calendar

Ctrl + 2

Go to Mail

Ctrl + 1

Switch view to include today

Ctrl + T

Create new meeting request

Ctrl + Shift + Q

Open selected calendar event

Ctrl + O

Create Appointment

Ctrl + Shift + A

For more Keyboard Shortcuts visit:


For additional information on Outlook Calendar for Windows:

Outlook Training -

Outlook Quick Start Guide -

Differences between desktop, online, and mobile -

Differences between Windows and Mac version of Outlook -


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