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Microsoft not too long ago launched a useful new Outlook function — a Kanban-style board view in Outlook Calendar. Currently accessible solely in Outlook on the net, the brand new function enables you to pin playing cards containing helpful info onto a venture board. These playing cards can embody calendars, notes, job lists, hyperlinks, and different objects. Some parts in these playing cards can work together together with your essential Outlook calendar.

The Outlook board view is on the market 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 without spending a dime.)

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

Access the Outlook calendar board

Go to your Outlook dwelling display in your net browser, which can be at outlook.workplace.com or outlook.dwell.com, relying on whether or not you’ve a Microsoft 365 subscription or a free account. In the toolbar operating 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. (Instead of “Month,” this button might say “Day,” “Work Week,” or “Week.”) The board interface seems rather than your month-to-month (or day by day or weekly) calendar view.

outlook calendar board 01 access board IDG

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

Pin playing cards to your board

Toward 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 need to add to your board. Select Show all to see a number of extra forms of playing cards. (I’ll go over all the cardboard varieties intimately later within the story.)

outlook calendar board 02 add card IDG

Select a card kind so as to add to your board. (Click picture to enlarge it.)

Once you’ve chosen a card kind, 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 area on the board.

Note that you could add a number of of the identical kind of card to your board. This means you possibly can have a number of calendars, notes, information, and many others. pinned to your board.

Change your playing cards’ format, look, and extra

While there are particular methods to work together with sure forms of playing cards (coated later within the story), there are a couple of normal methods to work with playing cards, resembling transferring them, resizing them, and altering their background colour.

You can transfer any card to a different place in your board. Click 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 might be resized. To do that, transfer the pointer to a aspect 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.

Another technique 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 transfer the cardboard, transfer your cursor pointer (which can appear to be 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 can simply resize or transfer a calendar, notice, or job listing card. (Click picture to enlarge it.)

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

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

Navigate your board

Outlook’s board view is ready up as an “infinite canvas” the place you possibly can hold including playing cards to your board. As you achieve this, you could not have the ability to see them all of sudden.

To navigate your view of the board, click-and-hold an space of the board that’s not coated by a card and drag the four-arrows (or grabbing hand) pointer to be able to see a unique a part of the board. A thumbnail will seem within the lower-right nook displaying you the format of the board and the place you’re on it.

outlook calendar board 06 navigate board IDG

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

Types of playing cards you possibly can pin to your board

Here is a rundown of the playing cards that you could embody in your Outlook board and methods to work together with them.

Calendar

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

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

(For extra info on methods to use your Outlook calendar, resembling setting occasions on it, see Microsoft’s “Introduction to the Outlook Calendar.”)

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

outlook calendar board 08 add calendar IDG

Adding a brand new calendar card.

Add a calendar card by clicking Add to board > Calendar. It will seem on the board with a pop-up menu. Here you possibly can 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, resembling deciding on a template on the left-hand toolbar (e.g., Schools or Holidays) or by importing an .ics calendar format file.

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

outlook calendar board 09 create blank calendar IDG

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

Back 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 will then be displayed within the calendar card.

On your smartphone: You can view calendars you created and pinned to your Outlook board within the Microsoft Outlook cell app. From the app’s dwelling display, faucet the Calendar icon on the lower-right to view your calendar. To change 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. Tap the identify of one other calendar to view it within the app.

Task List

The job listing card ties in with Microsoft’s To Do app, so whenever you add a job listing card to your board, the duties you’ve in To Do will seem by default. If you don’t already use the To Do app, a clean Tasks card will seem.

To add duties to the cardboard: Click on Add a job, kind in textual content to explain the duty (or merchandise, resembling for a purchasing listing), and click on the Add button to the precise. Add as many duties as you want this manner.

outlook calendar board 10 task list reorder IDG

You can drag and drop objects in a job listing to reorder them.

Click the star icon to the precise of any job to mark it as essential. Each job has a circle to its left. When you’ve accomplished a job, click on its circle to mark it with a examine. This removes the duty from the listing. You can see duties you’ve accomplished by clicking Show not too long ago accomplished on the backside of the listing.

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

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

outlook calendar board 11 set task reminder IDG

Setting a reminder for a job.

If you don’t need to set a future due date for a job however as a substitute ensure you handle it right this moment, deciding on Add to My Day from the right-click menu provides the duty to your Outlook schedule for the present day.

To see a listing of duties in your schedule right this moment: On the upper-left nook of the duty listing card, click on Tasks, 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 accessible from the menu within the upper-left nook of the duty listing card is Calendar Board – Default, which exhibits you different objects in your board which have due dates assigned to them, resembling notes or collections.)

Note that though you possibly can 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 could be helpful to have one displaying Tasks, one displaying My Day, and one displaying the Calendar Board – Default view.

outlook calendar board 12 task spinoff card IDG

You can 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 job will develop into pinned as its personal card in your board (whereas additionally remaining on the top-level job listing). You can now add subtasks to the duty by clicking on Add a step and typing in textual content.

On your smartphone: You can use the Microsoft To Do cell app to view or edit your job lists. From the app’s dwelling display, faucet Tasks to view your job lists.

Note

Once you’ve added a notice, click on on Note on the title bar and sort in a title in your notice. Then click on Take a notice… under and sort within the textual content in your notice.

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

To overview all of the notes that you simply’ve pinned to your board in a listing format: On the toolbar on the higher proper of your board, click on the OneNote feed icon. A sidebar on the precise opens displaying smaller variations of your notes that you could scroll down by, with essentially the most not too long ago opened notes towards the highest. Clicking a notice on this listing will open it inside this sidebar. You can edit it inside this sidebar.

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

On your smartphone: You can use the Microsoft OneNote cell 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 a list of your notes.

Weather and Clock

You can pin playing cards that show the climate or time of your present location or different cities. Each climate card can show just one location, however you possibly can add as many as you want. A single clock card, then again, can present the present time for a number of areas. This might be useful in case you want to concentrate on the schedules of individuals you’re working with who dwell in different time zones.

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

outlook calendar board 14 weather clock cards IDG

Weather and clock playing cards are useful for retaining tabs on climate situations in numerous locales and evaluating time variations.

Goal

This card units a single job that it’s essential do. After you add a objective card, click on on What’s your objective? and sort in a quick description of the duty. Click Set date and choose a day from the calendar. Confusingly, whenever you set a due date with different forms of playing cards resembling notes, the due date seems on the cardboard in your calendar board however not in your essential Outlook calendar. When you set a due date for a objective, nevertheless, will probably be added to your Outlook calendar.

To change a objective’s due date: Click the three-dot icon on the upper-right of the Goal card and choose Edit due date.

outlook calendar board 15 goal card IDG

Goal playing cards spotlight a single objective to be accomplished, and their due dates seem in your essential Outlook calendar.

Link and File

The Link card shows an online 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 Office file, clicking this hyperlink will open the file in a brand new browser tab within the respective net model of the Office app — so, for instance, clicking an .xlsx file will open it within the net model of Excel.

Location

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Location playing cards assist you to hold data a couple of explicit location useful.

This card shows a map thumbnail and data for a location, resembling a enterprise, metropolis, or landmark. Once you’ve added the cardboard to your board, click on Enter a location, begin typing the identify of the situation, and choose the situation from the listing of choices that seems. If accessible, an handle, cellphone quantity, and/or web site may even be listed on the cardboard.

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

Person

When you first pin this card, you’ll be prompted to kind within the identify of an individual who’s in your Microsoft account contacts. This card then shows their identify, e-mail handle, and different accessible info, resembling their cellphone quantity and job title.

Collection

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

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

To add playing cards to the gathering card: Click-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 Move to assortment, and select the gathering to maneuver it to.

outlook calendar board 17 collection card IDG

A group card, resembling “All things Sydney” on the left, teams different playing cards collectively. (Click picture to enlarge it.)

Create extra boards

You can create multiple board. For instance, you possibly can assemble playing cards which are associated to your present work venture on one board, and create one other, separate board that accommodates playing cards with info pertaining to your upcoming enterprise journey.

outlook calendar board 18 new board IDG

You can create completely different boards for various functions.

To create one other board: At 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 precise of Board and choose New board. You’ll be prompted to kind 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 change again to your unique board: At the upper-right nook of the board you’re viewing is a button displaying the identify of the present board. Click that identify, and from the menu that opens, click on the arrow to the precise of Board and choose Default.

outlook calendar board 19 switch boards IDG

Switching again to the default board.

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

Copyright © 2021 IDG Communications, Inc.


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