Stay organized: Best Outlook Calendar Hacks For 2024

We all know the struggle of juggling daily appointments, deadlines, and events. Thankfully, Outlook Calendar and all the other calendar apps also help keep you organized and productive.

Keep reading for some practical Outlook Calendar hacks to keep you productive in 2024!

Maximizing Your Outlook Calendar Efficiency

For me personally, Outlook Calendar is essential since our company switched to the Microsoft 365 suite a while ago. I use my calendar to keep track of all our company meetings. I am a solo marketer, and I also sometimes handle demos and client calls.

So, I make sure to schedule my appointments and virtual meetings, mostly via Microsoft Teams, in a way that doesn't overcrowd my schedule. I always leave buffer time for emergencies and urgent tasks.

But most importantly, I set up my calendar and the events to ensure I can keep my day in order, and know what activity is taking most of my time.

To do so, I take advantage of Outlook Calendar's various features that help me customize the calendar to my productivity needs. After reading this article, you'll be able to do it too.

Here are a few tips to use Outlook Calendar to Maximize Productivity in 2024:

• Integrate Outlook Calendar with third-party apps
• Set up recurring events
• Customize Your Outlook Calendar for Productivity
• Color-coding across Outlook Calendar and email
• Adding Loop Components in the Descriptions to Events
• Utilizing Reminder and Notification Features
• Staying Organized On-the-Go with Outlook Mobile App

Tip #1: Integrate Outlook Calendar with Third-Party Apps

Here at Timeneye, we always stress that it's impossible to optimize time if you don't know where you spend it. This is why Outlook Calendar, in combination with other third-party apps (non necessarily within the Microsoft Suite) can truly be a game changer in order to keep organized all-day and assign your time to what really matters.

You can easily connect Outlook Calendar with tools like Trello and Asana., but don't forget about time tracking tools.

For example, thanks to the Timeneye integration with Outlook Calendar, you can track time for all your events (meetings, calls, training) and associate the time spent with the correct projects. This is crucial for organization, but also for billable purposes.

Not to mention, aren't you curious to understand how much time you spend in meetings? Meetings are actually one of an office's biggest time-wasters!

How to set up the Timeneye + Outlook Calendar integration:

1. You will need to log in to your Timeneye account;
2. In the Timeneye Dashboard, click the "Link Calendar" button;
3. Grant all the necessary permissions;
4. Select the calendar you need to show.

Once connected, your Timeneye account will automatically display Outlook Calendar events as Suggestions, allowing you to effortlessly track time for each one.

Tip #2: Set Up Recurring Events 

Recurring events are a quick way of keeping track of activities and events that occur often enough and avoid setting them manually every time. Some examples can be client meetings, scrum meetings, 1-on-1 meetings between managers and team members, project updates... The list goes on.

Outlook Calendar has a feature that sets up recurring events easily. All you have to do is use the "Repeat" option when you create an event. You get to set the frequency you need (that you can always edit later).

How to set up a recurring event in Outlook Calendar:

1. Click "New event" on your calendar;
2. Expand it to show all the options available;
3. Next to the start and end date fields, find the "Don't repeat" option;
4. Click on the option to show a dropdown menu with all the recurring frequencies available. Pick the one that suits your needs;
5. Fill in the rest of the event information and save.

Tip #3: Customize Your Outlook Calendar for Productivity

You can tailor your Outlook calendar to suit your workflow and maximize productivity. In Settings, you can personalize several options, from the Calendar layout to the appearance (I chose the marine theme!) to the default settings of events and invitations.

One thing that helped my focus, for example, was switching the calendar view to the workweek view.

Some people prefer to see the front the whole month, but I found that it made it difficult for me to visualize my commitments every hour of the day.

How to customize your Calendar settings

1. In Outlook Calendar, click the Gear icon in the top bar;
2. Go to the "Calendar" settings;
3. From there you can personalize the settings you need.

Tip #4: Try Color-Coding across Outlook Calendar and email 

You can use color categories in Outlook Calendar to keep your events and emails organized in a visually appealing and efficient manner. By assigning different categories to specific types of events or emails, you can quickly identify and prioritize them. For example, you could use red for urgent deadlines, blue for meetings, and green for personal appointments.

Plus, it adds a fun and personalized touch to your Outlook Calendar, making the organization feel less like a chore and a bit like a creative process!

How to add a label/category to any Outlook event:

1. Click on any event on your calendar to expand it;
2. On the top bar, look for the "Category" option;
3. Select the category you wish to assign or create a new one;
4. Save.

Tip #5: Adding Loop Components in the Descriptions to Events

A successful meeting is... a meeting that is actually an email.

That said, to avoid wasting time and to keep the meetings as focused and on topic, you can add extra information in there when you create the event.

A very useful recent addition is the possibility of adding a Loop component. For those who don't know, Loop is a collaboration app developed by Microsoft, where users can create and collaborate on documents. There are several Loop components you can add: tables, polls, Q&A, list items.... All you need to have all the information available to set your meetings on the right track.

How to add a Loop component to your Outlook Calendar event:

1. In the Description field of an event, look for the "Loop" icon;
2. Now, you can have fun adding any element you may need: checklists, for example, would be the best choice for displaying meeting topics (that you can check off as you address them during the meeting)

Tip #6: Utilizing Reminder and Notification Features

Do you have a forgetful mind? Don't worry! Set up notifications and reminders in your Outlook Calendar to make sure you never miss any of your appointments. This feature will help you stay on track and organized, giving you peace of mind knowing that you'll always be reminded of your important events and meetings. 

You can set up and customize your notifications in Outlook's general settings.

Tip #7: Staying Organized On the Go with Outlook Mobile App

Whether you're commuting to work, catching a flight, or going on-site to visit a client, you better have a way of controlling your schedule while on the go.

Installing the mobile app will give you easy access to the Outlook Calendar events right there where you need it. Plus you'll also have access to your email and contact management feature. Of course, you'll also be able to create and edit events on the go, and you'll also be able to check the weather forecast for example.

Conclusion

In conclusion, maximizing your efficiency with Outlook Calendar can significantly boost your productivity in 2024 (and beyond!). By integrating third-party apps like Timeneye, setting up recurring events, customizing your calendar, color-coding events, utilizing Loop components, setting reminders and notifications, and staying organized on the go with the mobile app, you can streamline your schedule and stay on top of your commitments.

Put these tips and tricks into practice to make the most out of your Outlook Calendar and take control of your daily workflow. Stay organized, stay productive, and make 2024 your most efficient year yet!

Why not start with tracking time for your Outlook Calendar events?