1 of 4 This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2006 Microsoft Corporation. All rights reserved. Outlook 2003 allows you to create multiple calendars for multiple purposes. For instance, if you wish to keep your personal appointments separate from work appointments, you can create a second calendar for personal events. If you are also tracking meetings for a particular work project, you can create a third calendar specifically for that project. In this guide, you will learn how to: Create multiple calendars View your calendars Create different background colors Add a different time zone Move appointments to another calendar Remove a calendar Restore a calendar 1 2 Notes You cannot share additional calendars with others; only your main (default) calendar can be shared. Reminders are displayed only for items on the main calendar. In the Outlook navigation pane, click Calendar. 3 In the Outlook navigation pane, under My Calendars, right-click Calendar and then click New Folder. In the Name box, type a name for the new calendar. Example: Personal Calendar. Click OK. 4 A check box for the new calendar appears under My Calendars. Repeat this process to create up to 30 additional calendars. Create a new folder for an additional calendar Create multiple calendars All multiple calendar features described in this guide require a Microsoft Exchange Server account.

2 of 4 This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2006 Microsoft Corporation. All rights reserved. View Your Calendars You can view your calendars one at a time, or side-by- side in different combinations. Viewing them side-by- side makes comparisons simple. In the Outlook navigation pane, click Calendar. Under My Calendars, select the check box next to each calendar you wish to view. Tips To view only one calendar, select the check box for that calendar and clear other calendar check boxes. To rearrange the order of the calendars, under My Calendars, drag the calendar names to new positions. 1 2 As calendars are selected, they appear side-by-side in the main window. To close a calendar, clear its check box. Create Different Background Colors In the Outlook navigation pane, click Calendar. On the Tools menu, click Options, and then click Calendar Options. Under Calendar options, in the Background color list, click the color you want for your main calendar. You can choose the background color for your main calendar, but you cannot choose your colors for additional calendars. Instead, use the option below to display different random background colors to your calendars. Clear the check box labeled Use selected background color on all calendars. Click OK The main calendar now appears with the color you selected and with the other calendars displaying in different colors.

3 of 4 This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2006 Microsoft Corporation. All rights reserved. 1 2 Add a Different Time Zone On the Tools menu, click Options. Under Calendar, click Calendar Options. Under Advanced options, click Time Zone. Select the Show an additional time zone check box. In the Label box, type a description, such as “Tokyo.” In the Time zone list, select the time zone you want to add. To automatically adjust for daylight saving time changes, select the Adjust for daylight saving time check box. This option is available only in time zones that use daylight saving time (DST). Click OK. To remove the time zone, return to the Time Zone dialog box and clear the Show an additional time zone check box. The second time zone is used only to show a second time bar in Calendar view (see screenshot at right). It does not affect the way Calendar items are stored or displayed. If you work with people in other geographic locations, adding a second time zone to your calendar can help you manage the time differences An additional time zone can help you manage time differences Tip When you enter the area with a different time zone, you can use the secondary time zone as your main calendar time by going into Tools > Options > Calendar Options > Time Zone. In the Time Zone dialog box, click Swap Time Zones. This syncs all your appointments with the new time zone. To switch back, click Swap Time Zones again.

4 of 4 This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2006 Microsoft Corporation. All rights reserved. Remove a Calendar Under My Calendars, right-click the name of the calendar you want to remove. (Your main calendar cannot be removed.) Click Remove from My Calendars. Restore a Calendar On the Go menu, click Folder List. In the All Folders navigation pane, in the Calendar section, right-click the name of the calendar you want to bring back. Click Add to My Calendars. Move Appointments to Another Calendar Open two or more calendars. Move or copy appointments: To move an appointment, drag it onto a new calendar. To copy an appointment, press CTRL and drag it onto a new calendar. 1 2 A check box for the calendar appears again under My Calendars. Notes Reminders are displayed only for items on the main calendar. Single occurrences of an appointment series cannot be moved to another calendar. You must move the original meeting or move a copy of the single occurrence. Moving appointments keeps them attached to specific calendars, as well as prevents others from seeing personal items. (Move private appointments to secondary calendars. These cannot be shared with others.) Note You can only restore a calendar if you previously removed it (see previous section). If you deleted the calendar, it cannot be recovered.