Last updated: October 2019
Sometimes you might be in need to create additional calendars in order to more easily manage your personal schedule separately from work or manage your project schedule. In today’s post, we’ll show you how you can create a birthday calendar in Outlook 2016 that will send you reminders about your friends and colleagues birthdays so you will never miss anyone’s birthday again :-). You might use the same process to setup new calendars as needed for either your work or personal needs. Additionally, we’ll show how to share a calendar with colleagues as well as copy, delete and recover Outlook calendars.
Note: Although the post was developed on Outlook 2016, the content is fully applicable to version 2019; We tested it both on Office 365 and standard desktop editions.
Sharing a calendar could be quite useful for better team collaboration. You can share a custom created calendar or your own default personal calendar.
Setting up the sharing is simple:
Note: Another useful option for sharing is to send a calendar to a recipient by email. This is particularly useful in cases that you would like to collaborate with individuals who are not co-workers. The caveat being that the calendar is attached as an *.ics file, meaning that it will be an “offline” snapshot of the calendar, which won’t be updated if your online calendar changes.
Note that once setup, you are able to delegate access, set/remove permissions and sharing of your newly created calendar.
If you are using Google Calendar in addition to Outlook, you might want to check out our tutorial on how to easily access your Google calendar in Outlook.
If you know Outlook Visual Basic for Applications Macros, you can use the following code to define an additional calendar in your calendar folder.
Sub Add_Cal() Dim WCF as MapiFolder Dim NCF as MapiFolder 'We'll add the new calendar under the default calendar folder Set WCF = Application.Genamespace("MAPI").GetDefaultFolder(olFolderCalendar) Set NCF = WCF.Folders.Add("New Calendar",olFolderCalendar) End Sub
Couple of users asked whether there are keyboard shortcuts to speed up the creation of new calendar entries. The answer is that i am not aware of such a shortcut. Still recommended to use Ctrl+2 to get your calendar view with ease though.
Thanks for reading.