Tame your computer - calendar cleverness

In her regular series for Cambridge Network members - now in its 15th year - software training expert Karen Roem offers handy tips to help you 'Tame your computer'. This week she describes an easy way  to schedule a meeting with someone outside your organisation (Microsoft Outlook).

Roem tip time logo

Back in November 2018 I wrote a tip about a feature that can make it a bit easier to schedule a meeting with someone outside your organisation. As they won't have access to your calendar it can be a bit of a pain, with lots of messages being sent backwards and forwards. Instead, why not send your calendar to someone in another company as an email attachment - or ask them to forward their calendar to you?

Well, for some reason, the button has been removed as an option from the Home tab in the current version of Microsoft 365, so if you want to use it you might want to stick it on your Quick Access Toolbar and use it from there.

Here’s how:

  1. Click on the drop-down arrow at the far end of the Quick Access Toolbar.

  2. Click on More Commands.

  3. In the Choose commands from drop-down list, select All Commands.

  4. Scroll down the alphabetical list and double-click on Email Calendar.

  5. Click OK or press ENTER.

You only have to do this once!

Next time you want send a copy of your calendar as an email attachment follow these simple steps:

  1. Open your Calendar. (CTRL + 2, anyone?)

  2. Click on the E-mail Calendar button on the Quick Access Toolbar.

  3. Change the calendar information you want to include using the various options.

  4. Click OK.

  5. Complete and send the message as normal.

The recipient will see the time as "Free", "Busy", "Tentative", or "Out of Office", unless you changed the level of detail in step 3. The calendar attachment will open side-by-side to their own, which means they can easily compare the content. Oh, and the recipient does not have to use Outlook in order to see the information.

Related tips:

Courses and webinars

I have reopened classroom training for up to two people per session. And remember, we never cancel classes due to insufficient enrolments, so if you’re lucky you might have a one-to-one session. I will also continue to deliver the ever-growing list of 60-minute webinars, inspired by your real-life questions, addressing day-to-day tasks and frustrations.

See the course schedule here or the webinar schedule here.

I am also running other short courses in conjunction with Cambridge Network's Learning Collaboration:


I meticulously test every tip I write to make sure it is correct, easy to understand and time-saving. Let me know if something isn't clear or doesn't work.

Missed an issue? To view all tips created so far – including corrections, where necessary – go to http://roem.co.uk/hints.php

Unless stated otherwise, the steps are written about Microsoft 365 using Windows 10.

5 April  2021

Karen Roem offers software training and support through her company Roem Ltd.  Contact her by email (Karen@roem.co.uk) or visit her website at www.roem.co.uk

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