Views, Colors, Side-by-Side, and Overlay

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About this lesson

This lesson shows how to view multiple calendars and manage them as your appointments overlap.

Exercise files

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4.01, Calendar Views, Colors, Side-by-Side, and Overlay - Exercise.docx
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Quick reference

Views, Colors, Side-by-Side, and Overlay

Personalize your experience by changing your calendar view, layout, and colors.

When to use

When you find yourself searching for an appointment or an open date, changing the view will help zoom into details or give a month at a glance. 

Instructions

  • On the Calendar screen, on the Home ribbon.
  • Locate and click through the Arrange section options, and observe the changes.

Visual indicators
  • The Folder Pane calendar allows you to click and drag a specific date range to display on your calendar screen.​​​​​​

  • The current date is highlighted and bold dates represent appointments.

  • On the Monthly Calendar Screen, the current date has a bold line to identify today’s date

  • Line marker for current time, on the Week Calendar view.​​​​​​

View multiple calendars simultaneously
  • On the Folder list, click the calendars to view.​​​​​​

  • Switching to the Day view will position the calendars side-by-side.
  • Click the arrow next to the Calendar name to 'overlay' the calendars.

  • Switching to the Schedule View will stack the calendars horizontally.

 

 
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  • 00:05 As we start the calendar portion of this lesson, notice on the left hand pane,
  • 00:09 the navigation pane, there's a little tiny calendar button.
  • 00:12 And when I float and hover my mouse there, up pops called a peek pane,
  • 00:16 showing me the current full month.
  • 00:19 Kind of a cool feature.
  • 00:20 We'll notice, on my Home ribbon, I have an entire group called Arrange.
  • 00:26 I can look at just today, the workweek Monday through Friday,
  • 00:30 the full week including Saturday, Sunday, and the month view.
  • 00:35 Then of course we do have the schedule view in case I need to compare my hour
  • 00:39 by hour.
  • 00:39 And anyone else on the list that I need to invite to my meeting,
  • 00:43 I could maybe peek at their calendar as well if I'm on the same corporate
  • 00:47 intranet system that they are on.
  • 00:49 I'm going to set this back to the full month view.
  • 00:53 Notice I do have three meetings already in here and
  • 00:56 I would decide I want to keep my personal calendar on the same Outlook screen.
  • 01:02 On the left hand side where we do have Calendar, I'm going to hit my right mouse
  • 01:06 button, read the list, and way at the top it says New Calendar.
  • 01:11 When I activate this, I'm going to type a name for this new calendar and click OK.
  • 01:17 Notice I now have a Personal Life calendar.
  • 01:21 On the left or the top one, the calendar colored itself kind of a brownish-orange,
  • 01:25 and on the right it's a Personal Life calendar that is green.
  • 01:30 Well, at any point we can right-click and change these colors.
  • 01:34 On the right I'm going to change my color to a blue, and
  • 01:39 on the left I'll change this color to a pink.
  • 01:43 Notice on the View ribbon up on top, we also have the same color system.
  • 01:49 Just hit the drop down arrow on the color and change it to whatever you want.
  • 01:53 We also have the arrangements here as we did on the Home ribbon.
  • 01:56 We have the same arrangements.
  • 01:59 I'll set this for full week.
  • 02:02 And I want to compare left and right and I'm going to pop in an appointment right
  • 02:06 here So I've got a meeting with my son's music teacher.
  • 02:12 How do I know if my appointments are going to bump into each other?
  • 02:15 I can eyeball this and kind of compare, or
  • 02:17 notice right up here on my Personal Life calendar there's a left arrow.
  • 02:21 When I click that, my calendars overlay and I can see I just double booked myself.
  • 02:28 So one of these appointments are going to have to move.
  • 02:30 But that's the beauty of having the calendar side by side and then overlaying.
  • 02:34 You could separate them anytime you want and then overlay.
  • 02:38 The one thing that I cannot do is switch the order of which one's on the left and
  • 02:41 which one's on the right.
  • 02:43 So let me try this.
  • 02:44 I'm going to click on my Personal Life calendar and click and
  • 02:49 drag it above the calendar on the screen on the left-hand folder pane.
  • 02:54 And that did it.
  • 02:56 So a click and drag on the screen itself wouldn't allow me to switch which order,
  • 03:01 left or right.
  • 03:02 But it would over here on this.
  • 03:04 Okay, that's all we're going to cover in this particular lesson.
  • 03:08 We're going to take a step up in the next one and
  • 03:10 work with viewing our appointments.

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