How to Set Up SharePoint Calendars and Stay On Track
Spring is in full swing, and as part of your Spring Cleaning at work, perhaps you’ve organized all your old documents on SharePoint. Maybe you’re starting to feel like your work life is back on track. And yet, every night as you leave the office, you can’t help but feel like you’re forgetting something…
You shuffle through the papers on your desk and try to make sense of all the scribbled Post-It notes scattered across your monitor, but you can’t shake the feeling that you’ve missed an important event, task or meeting…
Well, once again I’m here to help ease your frustration and make your work life better. Behold the power of SharePoint Calendars! SharePoint’s out-of-the-box Calendar can help organize your work life quickly. So, let’s begin!
First, we need to learn how to create a calendar. Click on the ‘Gear’ at the top right of the window and then click on ‘Add an app’.
On the next screen, click on ‘Calendar’.
Go ahead and name your Calendar, then click on the ‘Create’ button.
If you are wondering where the ‘Advanced Options’ link takes you, see the screenshot below. For this post, we will forego those options as they’re pretty self-explanatory for the most part.
Once you’ve created your calendar, you’ll be taken to the ‘Site Contents’ screen, and you should see your new Calendar.
When you click on the Calendar, you will be taken to the current month. This is where the magic happens!
To add an event on the Calendar, you can simply click on the day, then an ‘Add’ link will appear on the bottom right side of that day.
Go ahead and enter the super important event that you need to keep track of into the fields in the form. As you can see, you can specify the date and time and even if this is an all-day or reoccurring event. Once you’re done, click on ‘Save’.
Once you’ve created the event, it will take you back to the Monthly view of the Calendar. The entry will now also display in the day you created it on.
By default, the Calendar view is set to display the current Month, but you can change the views to where you see your schedule Daily or Weekly.
To change the view, click on the ribbon at the top of the window and then click on ‘Calendar’
As you can see, you have the ‘Day’ and ‘Week’ button to choose from.
Now that you’ve successfully created a new Calendar, let’s talk about customizing the default Categories. While the default choices are good, they may not cater to the level of organization that you’re looking for.
While you’re in the Calendar, click on the ‘Calendar’ tab in the ribbon. Then you will need to locate the ‘List Settings’ icon.
The next page displays all the current available columns. In this example, we will be editing the ‘Category’ column. Click on the ‘Category’ column.
On this next page, you will want to go down to the ‘Choices‘ and edit the Choices. Once you’ve entered your custom categories, click on ‘OK’ to save your changes.
So right about now, you’re probably excited about filling up your brand new Calendar. Hold on one second there. We aren’t done yet.
Being the Organizational monster that you are, I know you plan on creating multiple calendars to keep track of different types of schedules. Maybe you created a different schedule for your Engineering team or even a separate one to keep track of your Executive team’s schedule. Instead of clicking on different links for those Calendars, wouldn’t it be easier to just click on one main Calendar and see all of those?
Well let me show you how you can do that.
Create Multiple SharePoint Calendars Under One View
Before we get started, you need to know the exact URL of the SharePoint site where these Calendars have been created. If you’ve created those Calendars all in the same SharePoint site, that makes it easier.
Open up your calendar once again and then click on the ‘Calendar’ ribbon tab. You will need to look for the ‘Calendars Overlay’ button.
At the ‘Calendar Overlay Settings’ page, click on ‘New Calendar’.
At the next screen, you will want to name the Calendar you’re trying to link to appropriately.
Enter a description of the calendar and give the events a separate color if you like. This will be the color of the event when it displays on your main Calendar.
Now, make sure you’re pointed at the correct Web URL and click on ‘Resolve’. This will refresh the ‘List’ and display all the calendars that you can access.
Simple choose the name of the Calendar from the dropdown and click on ‘Always Show’. Click ‘OK’ once and you’re finished.
If you have other calendars to add, simply repeat the process above. Keep in mind that you can enter up to 10 different calendars max.
Once you’re finished and have everything color coordinated, your calendar should look something like this:
If you can’t remember which color corresponds to what calendar, don’t worry – SharePoint has a Legend on the left side pane, under ‘Calendars in View’.
Hopefully, I’ve quenched your thirst for Calendar organization. Now you can put your mind at ease and go home. …Wait, what’s that you ask? ‘Where are your car keys?’ I’m sorry, not even SharePoint can help you there… Till next time folks!