Calendar - Do you set your work hours in CRM and your Outlook calendar?

Last updated by Brady Stroud [SSW] 10 days ago.See history

Setting up an Outlook calendar can be highly beneficial not just for you, but also for others who need to see your availability. By sharing your calendar with your colleagues, they can easily see when you are free or busy and can schedule meetings or appointments with you.

This can avoid scheduling conflicts, especially when different people work different hours. For example, if the company has standard hours (9am to 6pm), when someone is working different hours (say 8am to 5pm) it is desirable to have this visible in Outlook for others making an appointment.

Set your work hours in Outlook Calendar

You should always set your working hours in your Outlook calendar so others knows when you are working, this will help us to:

✅ Let others know when you are working ✅ Allow for better company resource scheduling ✅ Communicate better with part time employees and contractors

On Windows OS

  1. Go to your Outlook calendar
  2. Click on File | Options
    windows os guide step 3
    Figure: Options tab on Outlook settings | Windows OS
  3. Click on Calendar
    windows os guide step 4
    Figure: Calendar tab on outlook options | Windows OS
  4. Set your work hours
    windows os guide step 5
    Figure: Modification of work hours in outlook settings | Windows OS

On macOS

  1. Go to your Outlook calendar
  2. Click on Settings
    macos guide step 2
    Figure: Settings icon on outlook | macOS
  3. Click on Calendar
    macos guide step 3
    Figure: Calendar tab on outlook settings | macOS
  4. Set your work hours
    macos guide step 4
    Figure: Modification of work hours in outlook settings | macOS

Once you set this up, you will be able to see the grey area in "Scheduling assistant" so you know what's the best time to book that person.

SchedulingAssistant
Figure: Grey means people are not available (so set your working hours to be accurate)

Set your work hours in CRM

CRM set work hours 1
Figure: In CRM, Click on the cog in the top right | Personalization Settings

CRM set work hours 2
Figure: Go to the Activities tab | Enter your default work hours

This only allows for times that are the same every day. You should also update the work hours field in your CRM Details Tab.

Prems work hours
Figure: Good example - Only update your work hours if they vary from the usual Mon-Fri, 9-6

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