How to Maximize Your Outlook Calendar and Manage Contacts on Any Device

Outlook Calendar is one of the ways to organize your business when subscribed to Microsoft 365. Maximizing your Outlook Calendar helps established, and fledgling businesses streamline their activities and allow permitted team members to stay updated on recent developments.

One of the great things is that Outlook Calendar allows users to Sync Public folder to iPhone. So that they can access these folders from anywhere using their iPhones, getting the best out of your Outlook Calendar is a priority for any business.

 How to get an Outlook Calendar with or without Microsoft 365

The full version of the Outlook Calendar is available when you subscribe to Microsoft 365. Their subscription costs vary depending on the package. Still, the Outlook Calendar is available on your desktop if you have Microsoft 365.

You can get the Outlook Calendar either through the iPhone and Android mobile apps or from the internet for those without the software. These versions of the Outlook Calendar don’t have as many features as the one that comes with a Microsoft 365 subscription.

Setting Up Outlook People

To set up an Outlook People account, visit their website ( to set it up for free. Another way to set up Outlook People is via a subscribed Microsoft 365 business account. The options available are; hosted Exchange, which is hosted online and allows the user to combine Outlook People with other services.

There is also an on-premise Exchange hosted in your office. To get up-to-date Microsoft software upgrades, get an Outlook 365 subscription. Your Outlook people should contain a list of the user’s contacts managed by the software.

The user has access to the contacts through their phones, tabs, computers, or other apps for day-to-day business.

How to Maximize Your Outlook Calendar and Manage Contacts on Any Device

Where to Find your Outlook Calendar

To find the Outlook Calendar, check on Outlook’s desktop app. That’s the only one with all the features, and it requires a subscription. Another way to find your Outlook Calendar is to check on the internet or mobile apps for both Android and iOS. 

 Share your Calendar with Others

When you share your Outlook Calendar with others, they can add that calendar to theirs and view it on their Outlook account. Depending on the permission given, some even edit the calendar.

Sharing your Outlook Calendar is easy. All you have to do is publish it and send the link of the printed web page to those you want to have access to your Outlook Calendar.

Organize your Contacts Using Folders

All your contacts are first stored in the default Contacts folder. Depending on the classification of the contact, you should organize your contacts in separate folders to ease fetching their data. Each folder shouldn’t contain more than ten thousand contacts to aid efficiency.

Another thing about organizing your contacts is sharing contacts among team members or co-workers when you enable the permission settings. Like the calendar, you can access it on the web, phone, computer. However, once you place the contact in a folder, you can’t move it to another folder.

The desktop view gives you the most flexible route to view your contacts. It allows you to move a large number of references from the default folder to another folder. With an organized contact folder, you can send a single mail to numerous people in your contact folder simultaneously. Using the desktop view saves time and effort.

Structuring your Contacts with Categories

Apart from organizing your contacts into folders, you can also categorize them according to color. To rank your contact according to color, right-click on the contact folder, choose the Categorize option, then click on the Color option.  

Sharing your Contacts

In a large business, an Exchange Administrator can edit or customize the contact settings to share them among co-workers. In the absence of an Exchange Administrator, here’s how to share contacts.

Right-click on the Contact tab. From the options that appear, click on the Share option. Then click on Permissions to decide other users who access your Outlook Calendar. If you want to add someone, click on the Add option, then search for the user using their last name. You can search through your contact list or the global address list.

When you find the user, go to Permissions and give them the level of access you want them to have. If you want to remove a user, click on the user and click on Remove. When that is done, click on Apply then on the OK button.

Auto-Complete Magic

The Auto-Complete feature fills in an email address automatically. To do this, type in the first few letters, and the Auto-Complete feature will do the rest.

Sync your Google Calendar with Outlook

The first thing to do is open your Google Calendar, move your cursor to the left-hand corner of the calendar, and leave it to hover. Three dots will appear. Click on it. From the options, choose Settings and Sharing. Then select Integrate Calendar. From there, copy the link that appears in the Secret address in iCal format.

When that is done, log into your Outlook account. Go to the Calendar icon and click on it. Click Add Calendar from the available options, then click on Subscribe from The Web. Paste the link copied, write the Calendar Title and click on Import.

Parse New Contacts from Business Cards

To parse contacts from business cards, get a scanner app, then add them to your contacts list. The Contacts+ app is available on both Google and Apple Play Stores, and it allows you to scan the first five cards free, then you can purchase packages according to your needs. 

Add your iOS Calendar to Outlook

There’s an Outlook People app available on Apple Play Store that allows you to access all your contacts, emails, appointments, and notes. To add your iOS calendar, open the Outlook app and tap on Calendar.

Ensure that your account has Calendar enabled. From Calendar, click on the three horizontal lines in the upper left corner of your screen. Go to Settings, then Calendar, then Background App Refresh.


Adding contacts from your business cards, syncing your calendars from your phones, categorizing contacts are some of the few things your Outlook can do for you. Getting the full version allows users to get access to more possibilities. 

Also, using the desktop version allows for efficiency. Surely, following these steps will help you maximize your Outlook Calendar today.