How to use the Windows 10 “Calendar” application to organize your life

Windows 10 has a complete and versatile calendar application. See how to configure and use it.

The Windows 10 Calendar application is designed to help you manage your schedules, schedule meetings, reminders, appointments and all types of events.

Although there are many alternatives, the Calendar application includes all the features you need to organize your daily life. It is compatible with most calendar services on the market, giving it great versatility. Unlike other similar applications, it works offline, so you don't need to be online every time you want to view or manage your calendar.

In this guide we will show you everything you need to know to start using the Calendar application to manage meetings, reminders, appointments and any other events.

How to add an account to the Calendar app

The Windows 10 Calendar application allows you to import and organize appointments from many calendar services from companies other than Microsoft (Outlook.com and Microsoft 365), including those from Google, Yahoo and Apple.

To add a new account to the Calendar application, follow these steps:

1 Calendar

Open the application and click on the 'Settings' button (gear) at the bottom of the left column.

2 Calendar

Click on 'Manage accounts' and then on '+ Add account'.

Tip: If you already use the Windows Mail application, the accounts you have set up there will all appear here.

3 Calendar

Choose the service you want to use.

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You can also click on 'Advanced configuration' to manually add a POP (Post Office Protocol) or IMAP (Internet Message Access Protocol) email service. In these cases, in addition to the longin and password, you must have access data to the server (name or IP address, port, etc.).

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After choosing the service, follow the instructions that appear to add the account. Do not forget that you must be able to login and password.

After completing these steps, the Calendar application will now show your appointments in the calendar (or calendars) that are connected to the service you have chosen. You can add as many accounts as you like, just repeat the steps above.

Change your account name

After setting up a new account, the Calendar application uses the service name to define the account name. If you want to identify the various accounts, you can change the name to something that better explains the type of account and its purpose.

To rename the account, follow these steps:

Open the application and click on the 'Settings' button (gear) at the bottom of the left column. Click on 'Manage accounts'.

Click on the account you want to rename.

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Change the name to whatever you want and click on the 'Save' button.

Tip: If you need to, you can also delete the account on this screen.

How to customize and share calendars in the 'Calendar' app

After adding an account you have several options to customize and share each calendar.

Customize calendars
To change a calendar's color and visibility, follow these steps:

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Open the Calendar application. In the list of calendars in the left column, right-click on the calendar to which you want to change the color and choose the new color.

If you want a different color than the ones shown, click on 'More colors' at the bottom of the window.

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If you don't want any calendar to appear, click on the box that appears to the left of the calendar name to turn off the display.

Share a calendar

If you want to share a calendar with others, follow these steps:

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Open the Calendar app. In the list of calendars in the left column, right-click on the calendar you want to share and then click on 'Share Calendar', which is at the bottom of the window that appears.

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Enter the email address of the person you want to share the calendar with and click 'Share'.

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You can use the menu to set the permissions that the person you are sharing the calendar with will have. You can choose to 'view' or 'edit'. If you choose the second option, the person can make changes to your calendar.

If you want to stop sharing a calendar, just click on the 'Trash' button next to the cell phone holder you are sharing on the 'Share this calendar' page.

Change the display of calendars

By default, the Calendar application shows an entire month, but depending on how you want to use it, you can change the display using the bar at the top of the window.

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You can choose to see a single day, week, month or year.

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If you hover with the mouse pointer over 'Day', a menu appears that allows you to choose the 'Multi-day view'. You can choose 1, 2, 3, 4, 5 or 6 days.

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To the left is a search field that you can use to quickly find appointments in your calendars.

If you want to quickly see what you have marked for the current day, just click on 'Today'.

Adding appointments to the calendar

There are at least two ways to add new bookings to a calendar: You can click on '+ New event' in the left column or on a specific day or time in the calendar view.

Create a detailed markup

Open the Calendar application and click on '+ New event' in the upper left corner.

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Tip: You can also use the CTRL + N key combination to open the event creation window.

In the 'Details' section, enter a title for the event.

In the field where you enter the name, you can choose an icon to help distinguish the type of event using the menu on the left side of the field.

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In the same field, but on the right, there is another menu that allows you to choose the calendar account where you will create the event.

Below you can specify the location for the event if applicable.

In 'Start' set the date and time the event starts. You can also specify whether it is an event that will last all day.

Likewise, in 'End' choose the date and time when the event will end.

Below the place where you define the start and end, you can enter a description for this particular event.

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In the top menu bar you can choose a visual reference for the event. The options are:

'Available'

'Outside the workplace'

'Accept'

'Busy'

'Out of office'

Next to it is the menu where you can choose the time in advance when the application will remind you that something is marked on the calendar.

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If you choose 'None', the application will not remind you of the appointment.

When you're satisfied, click 'Save' to save the event to the account you specified.

If you want you can also create a recurring event. To do so, just click on the 'Repeat' icon, the circular arrows to the right of the menu where you choose the warning time.

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In the 'Repeat' section use the 'Start' menu to choose the start date. Then use the menu below to choose the frequency:

'Daily'

'Weekly'

'Monthly'

'Annually'

If you choose the option 'Weekly' you will also have to specify the number of weeks the event should be repeated and also on which day of the week.

You can use the 'End' option to define when the event stops repeating.

Then just click 'Save' to save the changes.

Invite people to events

If you need to organize an event with several participants, you can invite them directly from the event creation screen.

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In the 'People' section of the event creation screen, enter the participants' email addresses and press the Enter key. Repeat the process until you have entered the addresses of everyone you want to invite.

Define the event as described above and press the 'Submit' button.

Create an event quickly

If you need to create an event quickly with a minimal amount of information, you can do it directly from the main screen.

Open the 'Calendar' application.

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Click on a day to bring up the quick event creation window.

The fields are more or less the same as those that appear in the event creation window. Fill in the event name, start and end time and location. You can define a time frame to be reminded that the event is going to take place. If the event doesn't last all day, don't forget to turn off the 'All day' option.

If you click on 'More details' you will be taken to the full event creation screen that we saw earlier.

Then click on 'Save'.

Create an event from the Windows 'Taskbar'

You can also create events directly from the Windows 'Taskbar'. As in the two methods we saw earlier, events created in this way are also in the 'Calendar' application.

Click on the date and time in the lower right corner of the Windows 'Desktop' to show the calendar.

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If the area under the calendar does not appear, click on 'Show calendar'.

Type the name of the event or reminder in the field that appears below 'Today'.

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You can choose the start and end times and add a location for the event.

Clicking on 'More details' will open the Calendar application so that you can enter more information.

Syncing calendars

If you added an event from another device or from the web and it does not appear on the calendar, you may have to manually synchronize the application with the services that host your accounts.

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Open the Calendar application, click on the three dots in the upper right corner of the window and then click on 'Synchronize'.

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