Many busy professionals refer to their Outlook calendar many times each day. Therefore it is not surprising that many Outlook users create personal and professional meetings and appointments on the same calendar, even when their colleagues have permission to view, or even manage, their calendar. In most cases, it is better to create a second private calendar in your Outlook account.
In the following video, we will see how to create a second calendar, change persmissions for that calendar, and move items between calendars.
Description of the video:
Many busy professionals refer to their Outlook calendar many times each day.
Therefore it is not surprising that many Outlook users create personal and professional meetings and appointments on the same calendar, even when their colleagues have permissions to view or even manage their calendar.
While it is possible to mark a meeting or appointment as private by clicking on the lock icon located in the Tags group on the ribbon, in most cases it is better to create a second private calendar in your Outlook account.
Let's do this now, if necessary confirm that you are in the calendar and on the Home tab.
In the Manage Calendar group, click the Open Calendar button and then click Create New Blank Calendar.
A Create New Folder dialog box opens; to give the new calendar a name in the Name field type something like Mary's Personal Calendar and click OK.
The new calendar appears in the navigation pane under My Calendars.
To open this calendar I'm going to click the Mary's Personal Calendar checkbox.
The new calendar opens next to the default calendar, personal appointments and meetings can be scheduled on this calendar.
Part of the reason we created a personal calendar was to keep our personal events private, to ensure this happens we may need to modify the permissions.
To see the permissions for the personal calendar, right click the calendar and then click Properties.
The Properties dialog box opens, to see the permissions click the Permissions tab.
We can change the permissions for this calendar without affecting the permissions for our main calendar.
I'm going to delete any users that have been granted permission to my main calendar, I'm also going to change the default to None.
To close the dialog box click OK.
Now no one else can see the items on our personal calendar.
Up until now all of our meetings and appointments have been scheduled on our default calendar, it is easy to move items between calendars.
Our lunch with Abby is really a personal meeting and is not work related, we can move the calendar item to our personal calendar.
To move the lunch event, I'm going to press and drag the event to Mary's Personal Calendar in the Navigation pane.
The lunch meeting now appears in the personal calendar.
We may want to overlap our main calendar with our personal calendar, to do this click the left facing arrow on the Personal Calendar.
Now the calendar events seem as if they are on the same calendar but we can see the tabs for both calendars at the top.