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Microsoft Outlook 365 - How to Organize Your Calendars
Audience
Entomology, Plant Pathology, and Forest & Wildlife faculty, students, and staff; Hub staff
Overview
When all you have in Outlook 365 is your own calendar, the display is pretty straightforward.
But when you start adding calendars, like your manager's calendar, your colleague's calendars, or conference room calendars, things can get cluttered.
These steps explain how to create custom calendar sections with more intuitive names.
Terminology
Microsoft used the term group within the calendar to refer to more than one thing. To make these instructions easier to understand, we use the term calendar section, even though Microsoft refers to them in some of the popups as groups.
Calendar Sections
Calendar sections are collapsible panels that list the calendars in that section.
They are located on the lower left side of the screen below Add Calendar and Go to my booking page:
Opening and Closing a Calendar Section
By default, the My calendars section is open, with your own calendar selected.
To open a calendar section: click the > before the section name to open and close the section.
To close a calendar section: click the > before the section name again.
When open, the sections display the calendar names:
How to Display a Calendar via the Calendar Section
- Open the calendar section by clicking on the >.
- Click the circle next to the calendar name.
- The calendar will display on the right. If another calendar is also selected, both calendar's events will appear, color-coded by calendar.
- To turn off a calendar's display, click the circle next to the calendar name.
Planning
Take a look at your existing calendars, and consider ways you might group them.
Here are some examples to get you started:
| Type of Info | Potential Calendar Section Name |
|---|---|
| Russell conference room calendars | Conference Room Calendars |
| Teammates calendars | My Team |
| Colleagues in a different department | CALS HR Calendars |
How to Create a New Custom Calendar Section
- Hover your cursor over an existing calendar section until three horizontal dots appear.
- Click the dots and choose New calendar group from the popup menu.
- A new calendar group appears. Click in the box and enter a name for the new group.
- Press enter. The new group name appears.
How to Rename an Existing Custom Calendar Section
If you created a new custom calendar section, you can rename it. You cannot rename the built-in calendar sections - My calendars, Other calendars, People's calendars.
- Hover your cursor over an existing calendar section until three horizontal dots appear.
- Click the dots and choose Rename from the popup menu.
- The calendar section name is now editable. Modify the text as desired and then press Enter to save the changes.
How to Delete an Existing Custom Calendar Section
If you created a new custom calendar section, you can delete it. You cannot delete the built-in calendar sections - My calendars, Other calendars, People's calendars.
- Hover your cursor over an existing calendar section until three horizontal dots appear.
- Click the dots and choose Delete from the popup menu.
- A popup box appears asking you to confirm that you really want to delete the custom calendar group. Click Yes.
- The custom calendar section disappears.
How to Reorganize Existing Calendars
- Open the calendar sections that contain the calendars you want to rearrange.
- Drag and drop the calendars from the old section to the new section.
Other Outlook KB Docs
- How to View or Add a Different Calendar Including Conference Rooms
- How to Reserve a Russell Labs Conference Room
Questions
- For questions on how to use Microsoft Outlook or Microsoft Outlook 365 to reserve conference rooms, please email help@russell.wisc.edu.
- For questions about the conference rooms and reservation rules/procedures, please contact the Hub Administrative Assistant.