Outlook Calendar Tips & Tricks (2026 Edition)

About this video

Elizabeth walks through favorite tips for the new Outlook calendar. Dragging an email directly onto the calendar creates an event that adds everyone from the email thread and includes the original message in the invite details, with no copy and paste or retyping; attendees, location, date, and time can then be adjusted. Under Settings, Calendar, View, users can stack multiple time zones, with no limitations on how many can be added in the new version, add labels to each, and see them in day or month mode. When adding or removing someone from an event, choose to notify only added or removed attendees to avoid spamming everyone else. Right-clicking a meeting to categorize it applies personalized color categories such as work, doctor’s appointments, travel, family events, kids sports, and school activities, with editable colors, names, and keyboard shortcuts that sync across devices; conditional formatting based on keywords is not yet available in the newest version as of time of filming. Recurring meetings can be edited as this event, this and all following events, or all events in the series. Under Events and Invitations, shorten duration for all events to build in buffers, for example ending meetings under an hour 10 minutes early and longer meetings 15 minutes early. Other tips: open the calendar in a new window or via the My Day icon to view email and calendar side by side, right-click to duplicate an event for a follow-up, share a calendar with view or edit permission, and use dark mode and themes under General, Appearance.

Key takeaways

• Drag an email onto the new Outlook calendar to create an event with the thread’s attendees and original message included automatically.
• Add unlimited labeled time zones in Settings and notify only added or removed attendees when changing an invite.
• Use editable color categories with keyboard shortcuts that sync across devices; keyword-based conditional formatting is not yet in the new version.
• Edit a recurring series as a single event, this and following events, or the whole series, and shorten default durations to build in buffers.
• Keep email and calendar side by side via a new window or My Day, duplicate events for follow-ups, and share calendars with view or edit access.

Episode details: published March 2, 2026 · 7:46 long. Summary written by Self Growth Videos from the episode itself. Business results and any income figures mentioned are Kevin Stratvert’s own claims, shared for education — they are not typical or guaranteed.

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