July 3, 2022

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How you can use Outlook’s new calendar board view to prepare your work

Microsoft just lately launched a helpful new Outlook function — a Kanban-style board view in Outlook Calendar. At the moment obtainable solely in Outlook on the internet, the brand new function enables you to pin playing cards containing helpful data onto a mission board. These playing cards can embody calendars, notes, job lists, hyperlinks, and different objects. Some parts in these playing cards can work together along with your major Outlook calendar.

The Outlook board view is offered when you’ve got a paid Microsoft 365 account or a free Outlook.com account. (See Microsoft 365 plans for dwelling, small enterprise, and the enterprise, or join a Microsoft account free of charge.)

Listed here are the necessities for utilizing the calendar board function in Outlook for the net.

Entry the Outlook calendar board

Go to your Outlook dwelling display in your internet browser, which can be at outlook.workplace.com or outlook.reside.com, relying on whether or not you will have a Microsoft 365 subscription or a free account. Within the toolbar working down the left fringe of the web page, click on the Calendar icon. This opens your Outlook calendar within the browser window.

On the upper-right nook of the Calendar web page, click on the Month button, and from the drop-down menu that opens, choose Board. (As an alternative of “Month,” this button could say “Day,” “Work Week,” or “Week.”) The board interface seems rather than your month-to-month (or every day or weekly) calendar view.

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You entry the board format by altering the view (within the upper-right nook) to Board. (Click on picture to enlarge it.)

Pin playing cards to your board

Towards the upper-left of your Outlook Board dwelling display, click on Add to board. From the menu that opens, choose the kind of card you wish to add to your board. Choose Present all to see a number of extra kinds of playing cards. (I’ll go over all the cardboard varieties intimately later within the story.)

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Choose a card sort so as to add to your board. (Click on picture to enlarge it.)

When you’ve chosen a card sort, the cardboard will seem in your board.

Repeat the method so as to add extra playing cards. As you retain including playing cards, each will seem in an empty house on the board.

Be aware which you can add a number of of the identical sort of card to your board. This implies you may have a number of calendars, notes, recordsdata, and many others. pinned to your board.

Change your playing cards’ format, look, and extra

Whereas there are particular methods to work together with sure kinds of playing cards (lined later within the story), there are a couple of common methods to work with playing cards, akin to shifting them, resizing them, and altering their background shade.

You’ll be able to transfer any card to a different place in your board. Click on the cardboard in order that it turns into highlighted by a blue border. Then click-and-hold an space towards the border of the cardboard, drag the cardboard to a different place in your board, and let go to set it again onto the board.

The playing cards for calendars, notes, and job lists may be resized. To do that, transfer the pointer to a facet or nook of the cardboard till it adjustments to double-ended arrows. Then click-and-hold and drag the arrows to enlarge or shrink the cardboard’s dimension.

One other approach to transfer or resize a card is to click on the three-dot icon on the upper-right of the cardboard and choose Resize from the menu that opens. To resize the cardboard, drag one of many eight factors that seem across the edges of the cardboard. To maneuver the cardboard, transfer your cursor pointer (which can seem like 4 arrows or a grabbing hand, relying in your browser and working system) to the middle of the cardboard; then click-and-hold and drag the cardboard to a different spot on the board.

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You’ll be able to simply resize or transfer a calendar, be aware, or job listing card. (Click on picture to enlarge it.)

To forestall the playing cards in your board from being moved or resized unintentionally once you’re navigating amongst them, click on on the Lock objects toggle change on the upper-right nook of the board. Click on Lock objects once more to unfreeze the playing cards.

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Most card varieties allow you to change their background shade and/or set a due date. Altering a card’s background shade may also help it stand out on the board, or you may arrange a color-coded scheme for various initiatives. To alter the background shade of a card, click on the three-dot icon on the upper-right of the cardboard, choose Change shade, and make a shade choice.

To set a due date for a card, click on the three-dot icon, choose Set due date, and choose a date from the calendar that seems. To alter a due date you’ve set, click on the three-dot icon and choose Edit due date.

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Setting a due date for a be aware.

Navigate your board

Outlook’s board view is about up as an “infinite canvas” the place you may preserve including playing cards to your board. As you achieve this, you could not have the ability to see them abruptly.

To navigate your view of the board, click-and-hold an space of the board that isn’t lined by a card and drag the four-arrows (or grabbing hand) pointer in an effort to see a special a part of the board. A thumbnail will seem within the lower-right nook exhibiting you the format of the board and the place you might be on it.

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Use the format thumbnail within the lower-right nook to see the place you might be on the board. (Click on picture to enlarge it.)

Varieties of playing cards you may pin to your board

Here’s a rundown of the playing cards which you can embody in your Outlook board and how one can work together with them.

Calendar

If you first activate the board, there’s a pinned card model of your Outlook calendar on it, and thus, no matter occasions and different data that you have already got placed on it’s going to seem right here. You’ll be able to work together with this calendar card simply as you usually do with the calendar if you find yourself not in board view. This contains including an occasion or a reminder on a date, and welcoming individuals in your contacts to an occasion.

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Your major Outlook calendar seems as a card in your board by default. (Click on picture to enlarge it.)

(For extra data on how one can use your Outlook calendar, akin to setting occasions on it, see Microsoft’s “Introduction to the Outlook Calendar.”)

You may as well pin a number of extra calendar playing cards in your board. (You can have one calendar dedicated to work-only occasions, for example, and a second calendar marking your schedule exterior of labor.) That is the method:

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Including a brand new calendar card.

Add a calendar card by clicking Add to board > Calendar. It is going to seem on the board with a pop-up menu. Right here you may select an present calendar or, to create a brand new calendar, click on Add calendar.

A panel will open presenting you many methods so as to add a brand new calendar, akin to choosing a template on the left-hand toolbar (e.g., Colleges or Holidays) or by importing an .ics calendar format file.

So as to add a brand new clean calendar: From the left-hand toolbar, choose Create clean calendar. On the subsequent panel, click on on Calendar identify and kind in a reputation in your calendar. If you need, decide a shade scheme and “allure” icon for it. Click on the Save button. Then shut this panel by clicking the X on its upper-right nook.

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Creating a brand new clean calendar. (Click on picture to enlarge it.)

Again on the calendar card in your board, click on the down arrow, and from the menu that opens, click on the identify of the calendar you created. It is going to then be displayed within the calendar card.

In your smartphone: You’ll be able to view calendars you created and pinned to your Outlook board within the Microsoft Outlook cellular app. From the app’s dwelling display, faucet the Calendar icon on the lower-right to view your calendar. To modify to a different calendar that you simply created and pinned to your Outlook board, faucet the calendar icon on the upper-left nook. A panel will slide in from the left, itemizing your calendars. Faucet the identify of one other calendar to view it within the app.

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Activity Listing

The duty listing card ties in with Microsoft’s To Do app, so once you add a job listing card to your board, the duties you will have in To Do will seem by default. When you don’t already use the To Do app, a clean Duties card will seem.

So as to add duties to the cardboard: Click on on Add a job, sort in textual content to explain the duty (or merchandise, akin to for a procuring listing), and click on the Add button to the best. Add as many duties as you want this fashion.

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You’ll be able to drag and drop objects in a job listing to reorder them.

Click on the star icon to the best of any job to mark it as vital. Every job has a circle to its left. If you’ve accomplished a job, click on its circle to mark it with a test. This removes the duty from the listing.  You’ll be able to see duties you’ve accomplished by clicking Present just lately accomplished on the backside of the listing.

To rearrange the order of your job listing: Transfer the pointer over a job till a six-dot icon seems to its left. Click on-and-hold this icon, and drag the duty up or right down to the place on the listing you wish to set it.

To see extra actions for a job: Proper-click on the duty to open a menu of extra choices. You’ll be able to set a reminder for the duty or a due date once you need it to be accomplished. You’ll be alerted of both by means of Outlook on the day and time you assign to it. You may as well open the duty within the To Do app, mark it as accomplished, and extra.

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Setting a reminder for a job.

When you don’t wish to set a future due date for a job however as an alternative ensure you deal with it in the present day, choosing Add to My Day from the right-click menu provides the duty to your Outlook schedule for the present day.

To see an inventory of duties in your schedule in the present day: On the upper-left nook of the duty listing card, click on Duties, and from the menu that opens, choose My Day. Or, out of your Outlook board, click on the My Day icon on the toolbar towards the upper-right nook. (A 3rd view obtainable from the menu within the upper-left nook of the duty listing card is Calendar Board – Default, which reveals you different objects in your board which have due dates assigned to them, akin to notes or collections.)

Be aware that though you may add a number of job listing playing cards to your board, the identical general listing of duties will seem in each. As you add, mark full, or in any other case change duties in any of them, the adjustments will seem dynamically in different job listing playing cards and within the To Do app. Why would you need a number of job listing playing cards? It is likely to be helpful to have one exhibiting Duties, one exhibiting My Day, and one exhibiting the Calendar Board – Default view.

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You’ll be able to spin off a job onto its personal card on the board and add steps to finish the duty.

To spin off a job into its personal job listing: From the right-click menu, choose Add to board > Default. The duty will develop into pinned as its personal card in your board (whereas additionally remaining on the top-level job listing). Now you can add subtasks to the duty by clicking on Add a step and typing in textual content.

In your smartphone: You need to use the Microsoft To Do cellular app to view or edit your job lists. From the app’s dwelling display, faucet Duties to view your job lists.

Be aware

When you’ve added a be aware, click on on Be aware on the title bar and kind in a title in your be aware. Then click on Take a be aware… under and kind within the textual content in your be aware.

Use the toolbar alongside the underside to format your textual content, create a bulleted listing, or insert a picture saved in your laptop.

To evaluate all of the notes that you simply’ve pinned to your board in an inventory format: On the toolbar on the higher proper of your board, click on the OneNote feed icon. A sidebar on the best opens exhibiting smaller variations of your notes which you can scroll down by means of, with probably the most just lately opened notes towards the highest. Clicking a be aware on this listing will open it inside this sidebar. You’ll be able to edit it inside this sidebar.

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You’ll be able to add fast notes to your self anyplace on a board, then use the OneNote feed sidebar to view all of them. (Click on picture to enlarge it.)

In your smartphone: You need to use the Microsoft OneNote cellular app to view or edit your notes. On the house display of the app, faucet the Sticky Notes icon on the decrease proper to indicate an inventory of your notes.

Climate and Clock

You’ll be able to pin playing cards that show the climate or time of your present location or different cities. Every climate card can show just one location, however you may add as many as you want. A single clock card, then again, can present the present time for a number of areas. This may be useful if you happen to want to pay attention to the schedules of individuals you’re working with who reside in different time zones.

Or, if you happen to’re planning a visit, you may set climate and time playing cards in your vacation spot to remind you of the time distinction and how much clothes to pack.

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Climate and clock playing cards are helpful for holding tabs on climate circumstances in varied locales and evaluating time variations.

Aim

This card units a single job that it is advisable to do. After you add a purpose card, click on on What’s your purpose? and kind in a short description of the duty. Click on Set date and choose a day from the calendar. Confusingly, once you set a due date with different kinds of playing cards akin to notes, the due date seems on the cardboard in your calendar board however not in your major Outlook calendar. If you set a due date for a purpose, nonetheless, it will likely be added to your Outlook calendar.

To alter a purpose’s due date: Click on the three-dot icon on the upper-right of the Aim card and choose Edit due date.

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Aim playing cards spotlight a single purpose to be accomplished, and their due dates seem in your major Outlook calendar.

Hyperlink and File

The Hyperlink card shows an internet hyperlink. Clicking this hyperlink will open it in a brand new browser tab.

The File card shows a hyperlink to a file that’s in your OneDrive storage. If it’s a Microsoft Workplace file, clicking this hyperlink will open the file in a brand new browser tab within the respective internet model of the Workplace app — so, for instance, clicking an .xlsx file will open it within the internet model of Excel.

Location

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Location playing cards show you how to preserve information a few explicit location helpful.

This card shows a map thumbnail and data for a location, akin to a enterprise, metropolis, or landmark. When you’ve added the cardboard to your board, click on Enter a location, begin typing the identify of the placement, and choose the placement from the listing of choices that seems. If obtainable, an deal with, cellphone quantity, and/or web site can even be listed on the cardboard.

To get instructions to the placement in Bing Maps: Click on the three-dot icon on the upper-right of the cardboard and choose Open instructions.

Individual

If you first pin this card, you’ll be prompted to sort within the identify of an individual who’s in your Microsoft account contacts. This card then shows their identify, e-mail deal with, and different obtainable data, akin to their cellphone quantity and job title.

Assortment

A set is a card that incorporates different playing cards. It’s a approach to arrange your playing cards in order that they don’t develop into cluttered in your board.

If you first pin a group card to your board, you’ll be prompted to sort in a reputation for the gathering.

So as to add playing cards to the gathering card: Click on-and-drag a card in your board onto the realm of the gathering card with the phrases Drag objects into a group, or click on the three-dot icon on the upper-right of any card, choose Transfer to assortment, and select the gathering to maneuver it to.

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A set card, akin to “All issues Sydney” on the left, teams different playing cards collectively. (Click on picture to enlarge it.)

Create extra boards

You’ll be able to create a couple of board. For instance, you may assemble playing cards which can be associated to your present work mission on one board, and create one other, separate board that incorporates playing cards with data pertaining to your upcoming enterprise journey.

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You’ll be able to create totally different boards for various functions.

To create one other board: On the upper-right nook of the board that you simply’re viewing, click on Board, and on the menu that opens, click on the arrow to the best of Board and choose New board. You’ll be prompted to sort in a reputation for the brand new board. After you click on Create, your Outlook board dwelling display will change to the brand new board.

To modify again to your unique board: On the upper-right nook of the board you’re viewing is a button exhibiting the identify of the present board. Click on that identify, and from the menu that opens, click on the arrow to the best of Board and choose Default.

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Switching again to the default board.

To rename or delete a board: On the upper-right nook of the board you’re viewing, click on the board’s identify, click on the arrow to the best of Board and transfer the pointer over the identify of the board. A pencil icon and a trash can icon will seem to the best of it. To rename the board, click on the pencil icon, sort in a brand new identify, and click on Replace. To delete the board, click on the trash can icon.

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