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Writer's pictureSynergy Team

Mastering the New Microsoft Teams Calendar: A Step-by-Step Guide

A screenshot of the new Microsoft Teams calendar toggle switch.

Traditionally, Microsoft Teams and Outlook calendars have operated as separate entities, creating challenges for users navigating between the two platforms. The disparity often led to confusion, inefficiencies, and a fragmented experience when scheduling meetings or managing events.


The introduction of the new Microsoft Teams calendar marks a transformative step, bridging the gap by integrating Outlook's robust functionality directly into Teams. This integration not only simplifies workflows but also enhances collaboration and organization. Here’s how you can leverage the new calendar to its full potential.


Why the New Teams Calendar Matters


The new Teams calendar offers:


  • A modernized interface similar to Outlook.

  • Enhanced meeting insights.

  • Integration of shared calendars and scheduling assistants.

  • Flexible work hour and location settings.

  • Improved event filtering and printing options.


Activating the New Teams Calendar


Getting started with the new Teams calendar is straightforward. This feature allows you to switch seamlessly between the old and new experiences, ensuring you can adapt at your own pace.


A screenshot of the Microsoft Teams ‘New Calendar’ toggle.

  1. Open Microsoft Teams.

  2. Navigate to the calendar tab on the left-hand menu.

  3. Enable the new calendar view:

    • Look for a toggle slider on the right-hand side.

    • Switch it on to activate the updated experience powered by Outlook.


If you wish to revert to the old calendar, simply toggle the slider off and provide feedback if desired. Otherwise, use the Skip Feedback button to revert back to the old calendar.


Exploring Key Features


Enhanced Event Creation and Management


A screenshot of the Microsoft Teams event creation header.

The new Teams calendar makes scheduling and managing events more intuitive than ever. Its Outlook-powered interface ensures familiarity for existing Outlook users.


  • Creating Events: Easily schedule meetings by clicking "New Event" or double-clicking directly on the calendar. Add essential details such as titles, attendees, and agendas. You can also include modern attachments from OneDrive and integrate Microsoft Loop components for collaborative meeting notes.

  • Viewing Insights: Access related emails or files directly within the meeting details, providing a comprehensive view to prepare for your discussions effectively.


Shared Calendar Access


Managing shared calendars has become a breeze, enhancing visibility and coordination across teams.


  • Viewing Shared Calendars: Find "My Calendars" on the left panel, which now includes shared calendars from colleagues or groups.

A screenshot of the My Calendars section of the new Microsoft Teams calendar.
  • Adding Shared Calendars: Use Outlook (web or desktop) to add colleagues’ calendars. Navigate to the calendar section, click "Add Calendar," and select "From Directory." After a brief sync, these calendars will appear in Teams.


Setting Work Hours and Locations


Customizing your availability is now more flexible, making it easier for colleagues to schedule meetings that align with your preferences.


  • Customizing Availability: Access calendar settings via the three-dot menu. Specify work hours and indicate whether you’ll be in the office or working remotely.

  • Real-time Visibility: Your calendar will display office or remote icons, helping colleagues plan in-person meetings more efficiently.


Using the Scheduling Assistant


Planning meetings has never been simpler. The scheduling assistant provides a clear overview of everyone’s availability, including in-person options.


  • Open a new event.

  • Click "Find a Time" to view colleagues' schedules.

  • Select "In-person Event" to identify shared office hours for face-to-face meetings.


Filtering and Viewing Options


The revamped calendar offers flexible viewing options to suit your needs.


  • Switch between day, week, work week, or month views.

  • Adjust time intervals (e.g., 60-minute slots) for a clearer view of your schedule.

  • Filter events by type, such as appointments, meetings, or in-person events.


Printing and Exporting Calendars


A screenshot of the Print and Share options in the new Microsoft Teams calendar.

For those who prefer physical copies or need to share schedules, the printing and exporting features are invaluable.


  • Use the three-dot menu to print detailed agendas, including meeting IDs and passcodes.

  • Generate calendar views for specific weeks or months and share them with your team.


Tips for Optimizing Your Calendar


Make the most of the new calendar with these practical tips:


  • Personalize Time Zones: Adjust settings to display multiple time zones if you collaborate with global teams.

  • Enable Weather Insights: Add your location to view local weather alongside your schedule, ensuring you’re prepared for the day.

  • Quick Updates: Right-click on a specific day to adjust work locations, such as switching from office to remote for ad-hoc changes.


Final Thoughts


The new Microsoft Teams calendar streamlines scheduling, offers deeper insights, and improves collaboration across teams. By leveraging these features, you can eliminate the hassle of juggling between apps and focus on meaningful interactions. Activate the new calendar today and take control of your schedule like never before.


Partnering with Synergy ensures that you’re making the most out of your Microsoft 365 tools, including the new Teams calendar. Let us help you transform your workflows and elevate your team’s efficiency. Contact Synergy today.

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