If you are a professional or an individual with a busy schedule, you may find yourself drowning in a sea of meetings, deadlines, and to-dos. At times, you are often left with no time for the things that truly matter. With these hacks, you can transform your Outlook or Google Calendar into a powerful tool for productivity and organization.
From scheduling smarter to maximizing your time, these simple Google and Outlook Calendar tricks can make a world of difference in your busy workflow.
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7
Utilize different views
Choosing the right view for the job
Both Google Calendar and Outlook offer a variety of views to help you visualize your schedule in different ways. You have the flexibility to switch between day, week, month, year, 4-day, and schedule view. Among them, you should prefer a day view to start your busy day. It’s your laser-focus companion.
It allows you to gather all the details of a single day. Day view is ideal for staying present and avoiding distractions from upcoming events. You can also utilize the schedule view to check all the events. Outlook Calendar is even a step further with a split view feature. This allows you to view two calendars side-by-side, which is incredibly useful for managing both your personal and work schedules simultaneously.
6
Access other apps and services with a single click
Take advantage of the Google and Microsoft ecosystem
Both Google and Outlook Calendar have flawless integration with productivity tools. As expected, it’s packed with the company’s apps and services and gives you quick access to essential information without leaving your calendar view.
For instance, you can explore Google Keep integration to create new notes, lists, or even audio notes without switching tabs. The sidebar also provides access to your Google Contacts to quickly find phone numbers, email addresses, and other details.
Speaking of Outlook, OneNote users can check their latest notes to access meeting details, project plans, or any other relevant information stored in OneNote. There is also a dedicated button for initiating a new Microsoft Teams call.
5
Explore the art of time-blocking
Focus on one task at a time
Your calendar is not just a list of appointments but also a strategic map of the day. Instead of unfolding your day without any plan, you should allocate specific time slots to specific tasks. You can start by listing everything you need to accomplish, from work projects and meetings to personal errands and even breaks.
Now, realistically estimate how long each task will take. Be careful here, as things often take longer than expected. Now, open your calendar and start assigning those tasks to specific time slots. Time blocking increases focus, reduces stress, improves time management, and boosts productivity.
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4
Add sports calendar in Outlook calendar
Track your favorite sports events in style
If you are a sports fanatic, integrate your favorite team’s schedule into your Outlook Calendar. You can select Add Calendar, click Sports, and pick your favorite teams or sports leagues from the following menu. Outlook Calendar supports major leagues like MLB, NBA, NFL, NHL, and more. You won’t have a hard time tracking your preferred sports schedule in Outlook.
You should also assign a specific color to your sports calendar to easily distinguish it from your other calendars. It’s one of the biggest reasons for sticking with Outlook Calendar compared to Google Calendar.
3
Access your reminders with a single click
Stay on top of your tasks
Google Calendar makes it a breeze to set reminders and manage your tasks. You can create new reminders or access existing ones from the Google Tasks from the sidebar. At any point, you can select the Tasks icon and check a full-fledged Google Tasks web version.
Outlook also offers a streamlined experience for managing tasks and reminders. Just click the My Day tab at the top of your Outlook Calendar and display your tasks from Microsoft To-Do. Such a smooth integration lets you stay on top of your schedule.
2
Explore appointment schedule in Google Calendar
Schedule meetings like a pro
The Google Calendar Appointment Schedule feature is a game-changer for anyone who needs to schedule meetings with others, especially if you find yourself frequently going back and forth to find a time that works for everyone. It lets you create a booking page with your availability that allows others to self-book appointments.
It lets you take control of your schedule and makes it easier for others to connect with you. For example, if you are a career counselor who offers 30-minute consultations to students, you can use the Appointment Schedule and make it easy for students to book time with you without the back-and-forth of emails.
1
Factor in the power of buffer time
Avoid burnout
You should never cram your calendar with back-to-back appointments and tasks. Such an approach can backfire badly, lead to stress, and, ultimately, burnout. You need to factor in buffer time as well. It is simply the space you intentionally leave between events or tasks in your calendar.
After all, you shouldn’t wait until you are exhausted to take a break. Make sure to schedule regular breaks throughout the day to rest and recharge.
Unlock your day
Your calendar doesn’t have to be a source of stress or a never-ending to-do list. Start implementing these hacks today and watch your productivity soar to new heights. Remember, a well-organized calendar is just the beginning. Make sure to share your schedule with others to boost collaboration. While you are at it, memorize keyboard shortcuts for your frequently used functions to navigate your day at lightning speed.
If you aren’t fond of Google Calendar, explore alternatives. Here are some apps you should use instead of Google Calendar.