Outlook - Set Your Work Hours in Outlook Tutorial

Discover how to manage your working hours in Outlook and make them visible to colleagues. Learn to set or modify your working days, hours, and work location, along with viewing a colleague's calendar in the same organization. Gain insight into displaying public holidays and compare two calendars effortlessly. Set your work hours for greater collaboration and availability!

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Available in Microsoft365

Objectifs :

This video aims to teach viewers how to manage their working hours in Outlook, enabling them to visualize their availability and share this information with colleagues within the same organization.

Chapitres :

Introduction to Managing Working Hours in Outlook
In this section, we will explore the importance of managing your working hours in Outlook. By doing so, you can visualize your working hours and make them visible to your colleagues, facilitating better collaboration and communication within your organization.
Navigating the Calendar
To begin, access the calendar in Outlook. By default, the calendar is displayed in a monthly view. However, you can change this display mode to 'Work Week' to focus solely on working days or view the entire week. Non-working hours will be grayed out, making it easier for your colleagues to see your availability.
Setting and Modifying Working Hours
To set or modify your working hours, click on the 'View' tab and then select 'Calendar Settings.' In the window that appears, choose 'Work Hours and Location.' Here, you can specify your working days, hours, and work location, whether you work remotely or in the office. For example, you can set an end time of 1 PM on a Thursday to see how it reflects on your calendar. After making changes, click 'Save' and then 'Close' to return to the calendar view.
Viewing Colleagues' Calendars
To view a colleague's calendar within the same organization, click on 'Add Calendar' in the left navigation pane, then select 'Add from Directory.' Enter the email address of the colleague you wish to view and select 'My Calendars' to display it in the navigation pane. After adding, you can close the window.
Comparing Calendars
To make comparing your calendar with a colleague's easier, select the 'Split Display' mode on the ribbon. If you wish to hide their calendar, simply uncheck their name in the navigation bar. Additionally, you can view public holidays by checking the relevant option in your calendar settings.
Conclusion
In conclusion, you now understand how to effectively schedule your working hours in Outlook, allowing your colleagues to check your availability. Remember to disable split mode for easier reading and to keep your calendar organized.

FAQ :

How do I manage my working hours in Outlook?

To manage your working hours in Outlook, go to the calendar, click on the 'View' tab, then select 'Calendar Settings.' From there, you can set your working days, hours, and location.

Can I see my colleagues' working hours in Outlook?

Yes, you can view your colleagues' working hours by adding their calendar. Click on 'Add Calendar' in the left navigation pane, select 'Add from Directory,' and enter their email address.

What is the difference between work week and month display modes?

The work week display mode shows only the working days of the week, while the month display mode shows the entire month, including weekends and nonworking days.

How can I hide my colleagues' calendar in Outlook?

To hide a colleague's calendar, simply uncheck their name in the navigation bar after adding it to your view.

What are nonworking hours in Outlook?

Nonworking hours are the times outside of your designated working hours, which are typically grayed out in the calendar view.

Quelques cas d'usages :

Scheduling Meetings

Use the working hours feature in Outlook to schedule meetings during your available hours, ensuring that colleagues can see when you are free.

Remote Work Coordination

When working remotely, set your working hours and location in Outlook to inform colleagues of your availability, helping to coordinate tasks and meetings effectively.

Calendar Comparison

Utilize the split display mode to compare your calendar with a colleague's, making it easier to find suitable times for collaboration or meetings.

Public Holiday Planning

Check public holidays in your calendar to plan your work schedule accordingly, ensuring you are aware of days off and can manage your workload effectively.

Time Management

By setting clear working hours in Outlook, you can improve your time management skills, allowing you to focus on tasks during designated hours and maintain work-life balance.

Glossaire :

Outlook

A personal information manager from Microsoft, primarily used for email, calendar, task management, and contact management.

Calendar

A system for organizing days and events, allowing users to schedule and view appointments, meetings, and working hours.

Working hours

The specific hours during which an employee is expected to be at work or available for work-related tasks.

Work week

A display mode in Outlook that shows only the working days of the week, typically Monday to Friday.

Nonworking hours

Hours outside of the designated working hours, often displayed in a grayed-out format in calendar applications.

Calendar settings

Options within Outlook that allow users to customize their calendar, including setting working hours and locations.

Remote work

A work arrangement where employees perform their job duties outside of a traditional office environment, often from home.

Split display mode

A feature in Outlook that allows users to view two calendars side by side for easier comparison.

Public holidays

Days recognized by the government or organization as holidays, which can be displayed on the calendar.

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The advantage is being able to visualize your

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working hours and make them visible to colleagues.

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Sharing the same organization.

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First, we will go to the calendar

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by default. The calendar display mode is by month.

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You can change this display mode by selecting work week to see only

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the working days display the whole week here or return to the month display

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in weak mode,

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nonworking hours are grayed out which is also visible to your colleagues

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to set or modify working hours. Click on the view tab then on calendar settings

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in the window that appears choose work hours and location in

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this panel, you can set your working days hours and work location.

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If you work remotely or at the office,

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you can choose to display or not the work location in your calendar. In this space,

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we will set an end time at 1 p.m. this Thursday to see the difference on the calendar.

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Click save, then close to return to the previous page.

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You will see that on Thursday at the set time, the calendar is indeed grayed out

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to view a colleague's calendar in the same organization,

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click on add calendar in the left navigation pane, click on add from directory,

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then select the email address to which the colleague is linked,

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enter their email address and select my calendars so that the

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display is proposed in the navigation pane of this area.

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Click on add, then close the window,

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select the split display mode on the

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ribbon to make comparing the two calendars easier

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to hide their calendar uncheck. The name in the navigation bar,

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a little tip,

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you can also view public holidays on your calendar by checking public holiday.

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Make sure to disable split mode for easier reading.

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Now you understand how to schedule your working hours

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so that your colleagues can check your availability.

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