Organize Your Work Life with SharePoint Calendars

How to Set Up SharePoint Calendars and Stay On Track

SETTING UP SHAREPOINT CALENDARSSpring 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’.

Add an App

On the next screen, click on ‘Calendar’.

Calendar

Go ahead and name your Calendar, then click on the ‘Create’ button.

Name your calendar

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.

Advanced Options

Once you’ve created your calendar, you’ll be taken to the ‘Site Contents’ screen, and you should see your new Calendar.

Site Contents

When you click on the Calendar, you will be taken to the current month. This is where the magic happens!

Current month

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.

Add an Event

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’.

New event item fields

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.

Event is displayed

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

Change Calendar View

As you can see, you have the ‘Day’ and ‘Week’ button to choose from.

Change view to day, week or month

Day view:

Day View

Week view:

Week view

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.

List settings

The next page displays all the current available columns. In this example, we will be editing the ‘Category’ column. Click on the ‘Category’ column.

Edit 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.

Edit the choices

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.

Calendars Overlay

At the ‘Calendar Overlay Settings’ page, click on ‘New Calendar’.

New Calendar

At the next screen, you will want to name the Calendar you’re trying to link to appropriately.

Name the calendar

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.

Enter calendar description

 

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.

Click Resolve to refresh List

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:

Team Calendar final view

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’.

Calendars in View Legend

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!

2015-04-29T10:07:20+00:00 April 29th, 2015|

3 Comments

  1. Peter Wilson May 25, 2015 at 1:24 am - Reply

    Am using SharePoint 2007 and it looks like calendar items do not run into the next day?? Is there a way I can make an entry that goes past mid night and finishes in the next day and displays in the Calendar view. I use a weekly view.

  2. Gabriel July 29, 2015 at 10:39 pm - Reply

    I have a query about SharePoint 2013 calendar. I hope that that with your valuable knowledge in SP2013 you can help me:

    I created a list with multiple dates so I have something like
    Column 1- assignment
    column2- date
    column 3- assignment
    column 4- date
    column 5- assignment
    column 6- date

    All columns are different assignments and different dates but I need to view all the data in the same calendar view. So, I tried to calculate dates in one column but I can’t. There are like 60 different events with different start and end dates. Also, this 60 events or assignments have to be seen in the same item.

    I have created an InfoPath form in a list app where I can fill all the data in one item but then I have 60 columns. From this 60 columns, 16 are dates. I would like to have all this data in the same calendar without creating 16 calendar views and then overlay them in a calendar app.

    Any suggestions for this?

    Thank you.

  3. [email protected] November 18, 2015 at 4:33 am - Reply

    Have you tried the calendar add-on by Virto? It’s the best solution I’ve founf for managing the events in Sharepoint. Take a look: http://www.virtosoftware.com/sharepoint/mini-calendar-web-part

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