Managing Multiple Calendars in Outlook
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Managing multiple executive calendars is a demanding and often complex task for administrative professionals. In this focused and practical webinar, you’ll learn how to streamline your workflow, reduce errors, and gain confidence in handling multiple Outlook calendars with ease. From customizing calendar views to understanding Outlook delegation features, we’ll provide proven strategies that simplify scheduling and increase productivity.
This session will highlight key calendar tools and hidden features within Outlook 365, specifically for Windows/PC desktop users working in Office 365 or Office 2021. You'll also get a firsthand look at recent enhancements, including Outlook’s AI-assisted functionality and web-based tools like Bookings. Whether you're struggling with time zone coordination, syncing issues, or calendar permissions, this webinar will give you actionable solutions to improve your efficiency and calendar accuracy.
Your Benefits for Attending:- Understand the difference between various delegation options in Outlook.
- Learn how to customize calendars and viewing/default options to work more efficiently.
- Utilize some of the AI functionality that has been added in Outlook.
- Discover best practices for managing calendars.
- Check out the Bookings feature.
- Troubleshoot common issues within Outlook calendars from syncing to time zones and more.
Why This Webinar is a Must-Attend:
Gain real-world skills that will immediately improve how you manage multiple calendars. With practical tips and time-saving tools, you'll walk away better equipped to support busy executives and streamline your daily scheduling responsibilities.
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Marie Herman
When it comes to career and professional development, Marie Herman, CAP, OM, ACS, MOSM knows how to take you from where you are, to where you want to be. As the owner of MRH Enterprises LLC, Marie helps office professionals to advance their careers through certification and education. Prior to [...]
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Aurora Training Advantage has reviewed the content of this program and believes it aligns with the CAP Body of Knowledge. We estimate this program may qualify for 1 recertification point(s), based on 1 point per 1 hour of eligible training. Final determination of applicability rests with the CAP designee, who is responsible for documenting alignment for recertification purposes.
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This webinar received a total of 8 survey responses. Attendees have given an average rating of 4.1 stars out of a possible 5, reflecting the quality and value of the content presented.
Webinar Presentation
How many of the objectives of the event were met?
3.8 Stars
How useful was the information presented at this event?
4.0 Stars
Overall, how satisfied were you with this event?
4.0 Stars
Speaker Performance
Overall, how satisfied were you with this presenter?
4.1 Stars
How closely did the presenter follow the schedule?
4.6 Stars
Reviews From Webinar Survey
Our webinars are crafted to deliver exceptional value and insight to business professionals. Below, you'll find genuine feedback from attendees.
Julie B.
July 7, 2025
3.2 / 5
Webinar Rating:
3.0 Stars
Speaker Rating:
3.5 Stars
Do you have any other comments, questions or concerns?
There were no materials or pre-requisites sited. We thought this was using outlook 360, however, she used the Viva Insight tool which we do not use. It would have been nice to know this ahead of time. Some of the features she was trying to show us was not working on her end and her screen was cut off and froze several times. I would not have signed up and paid for it had I know it was not using the "normal" outlook tools.
Annie K.
July 3, 2025
5.0 / 5
Webinar Rating:
5.0 Stars
Speaker Rating:
5.0 Stars
Do you have any other comments, questions or concerns?
I was happy to learn that I arrived at the webinar with most of the knowledge that was presented. I learned a few new items, too.Thank you,Annie Korn, San Diego
Carrie C.
July 3, 2025
2.8 / 5
Webinar Rating:
2.3 Stars
Speaker Rating:
3.5 Stars
Do you have any other comments, questions or concerns?
I don't use outlook for desktop because they are phasing it out. Online outlook is very different and I was looking for help with that.
Karen V.
July 2, 2025
3.6 / 5
Webinar Rating:
3.3 Stars
Speaker Rating:
4.0 Stars
Do you have any other comments, questions or concerns?
The Word document, handout is useful. There was more information shared that was not in the handout.
Anna M.
July 2, 2025
3.8 / 5
Webinar Rating:
3.3 Stars
Speaker Rating:
4.5 Stars
Do you have any other comments, questions or concerns?
I appreciate the presenter putting so much info into a short time. It was hard for me to keep up since she talked so fast.
Larry A.
July 2, 2025
5.0 / 5
Webinar Rating:
5.0 Stars
Speaker Rating:
5.0 Stars
Do you have any other comments, questions or concerns?
A lot of good information.
Blanca P.
July 2, 2025
4.6 / 5
Webinar Rating:
4.7 Stars
Speaker Rating:
4.5 Stars
Do you have any other comments, questions or concerns?
I feel the presenter went to fast. It was hard to follow along especially for those that are not very familiar with the desktop outlook calendar.
Ibis B.
July 2, 2025
4.8 / 5
Webinar Rating:
4.7 Stars
Speaker Rating:
5.0 Stars
Do you have any other comments, questions or concerns?
I wish there was a recording of this webinar so that I can go back and practice.
Frequently Asked Questions
Managing multiple executive calendars in Outlook is one of the most demanding responsibilities of the modern administrative professional—requiring precision, coordination, and mastery of Outlook's scheduling features. Efficiency begins with understanding delegation: Outlook allows calendar owners to grant assistants full delegation rights, enabling them to view, create, edit, and respond to meeting invitations on behalf of executives. Customizing calendar views—color-coding by executive, toggling overlay vs. side-by-side views, and setting appropriate time slot increments—dramatically reduces visual clutter and scheduling errors. Creating category systems, using booking rules, and establishing communication protocols about scheduling priorities with each executive reduces the back-and-forth that consumes administrative time. Understanding Outlook's handling of recurring meetings, time zone settings, and meeting response options is also essential. Marie Herman's Managing Multiple Calendars in Outlook webinar, available through Aurora Training Advantage, provides expert, practical guidance specifically for administrative professionals supporting busy executives.
Outlook offers multiple levels of calendar delegation, each providing different access rights for the delegate. The Reviewer level allows the delegate to read calendar items but not create or modify them. The Author level allows reading and creating new items but not editing existing ones the delegate didn't create. The Editor level—the most commonly used for executive assistant support—allows full access: reading, creating, modifying, and deleting calendar items. Delegates can also be granted permission to receive copies of meeting-related messages, so they see invitations, acceptances, and cancellations directly in their own inbox. In Office 365 environments, sharing permissions can be managed at an even more granular level through the Exchange admin center. Understanding the differences is important because granting too little access creates workflow bottlenecks while granting too much can expose private calendar items. Marie Herman's Managing Multiple Calendars in Outlook webinar provides a practical walkthrough of these options and guidance on choosing the right delegation level for different executive support scenarios.
Time zone management is one of the most error-prone aspects of scheduling across multiple executive calendars, particularly in organizations with distributed teams or international operations. Outlook offers several tools to reduce time zone errors: the ability to display two time zones simultaneously in the calendar view, the option to add a second time zone label to the day view for quick reference, and meeting request time zone selectors that allow specifying the correct local time for each participant. When scheduling cross-time-zone meetings, always verify the displayed time against each participant's local time before sending—Outlook's scheduling assistant shows availability in the meeting organizer's time zone by default. Consistent use of calendar categories with region labels also aids clarity. For recurring international meetings, building a time zone reference document that the executive can use for quick checks reduces last-minute confusion. Marie Herman's Managing Multiple Calendars in Outlook webinar addresses time zone coordination as part of its comprehensive coverage of best practices for Outlook calendar management.
Outlook Bookings is a web-based scheduling tool included in Microsoft 365 subscriptions that allows people to book appointments directly with a team or individual based on real-time calendar availability—without email back-and-forth. It works by publishing a customizable booking page with available appointment types, durations, and time slots, which external or internal contacts can access to self-schedule. Once a booking is made, it automatically appears on the associated Outlook calendar and sends confirmation emails to both parties. Bookings is particularly useful for scheduling recurring meeting types—interviews, client check-ins, office hours, or one-on-ones—where availability varies but the meeting format is consistent. Administrative professionals can use Bookings to reduce the scheduling workload for specific appointment categories while maintaining full calendar control for complex or sensitive scheduling needs. Marie Herman's Managing Multiple Calendars in Outlook webinar includes a practical overview of Bookings and guidance on when to integrate it into an executive support workflow.
Calendar syncing issues in Outlook—where changes don't appear for delegates, meetings show incorrect times, or shared calendars don't update—are among the most frustrating challenges for administrative professionals managing multiple executive schedules. Common causes include cached Exchange mode delays (which can be resolved by switching to online mode temporarily), Outlook client version mismatches between the assistant and executive, corrupted Outlook profile data, or incorrect delegation permissions that haven't fully propagated through the Exchange server. For time zone discrepancies, verifying that both the assistant's and executive's devices have the correct time zone settings at the operating system level—not just Outlook—often resolves the problem. Shared calendars that stop updating can frequently be fixed by removing and re-adding the calendar. Sync issues specific to mobile devices usually require checking account settings in the mail app. Marie Herman's Managing Multiple Calendars in Outlook webinar provides a practical troubleshooting guide for the most common calendar issues administrative professionals encounter in Office 365 and Office 2021 environments.