Windows 7 : Using Windows Live Calendar (part 1)

3/25/2011 9:15:32 AM
Windows Live Calendar lets you schedule events in one or more calendars, send information about these events to contacts, and share your calendar with others—all from one easy-to-use application. Microsoft designed Windows Live Calendar to be used with Windows Live Mail and Windows Live Contacts, allowing you to share and coordinate calendar information with family and friends.

1. Getting to Know Windows Live Calendar

One of Windows Live Calendar’s most useful features is the ability to create multiple calendars for different people or different purposes. Because calendars and their respective events are color-coded, you can quickly and easily differentiate between one person’s appointments and commitments and another’s. Windows Live Calendar also makes it easy for you to access any available calendars and for you to allow others to access your calendars. If you want to access someone else’s calendar, you can ask that person to publish the calendar so that you can subscribe to it. If you want others to be able to access your calendar, you can publish your calendar as a shared calendar.

You can start Windows Live Calendar from within Windows Live Mail by clicking the Calendar button in the left pane. As Figure 1 shows, Windows Live Calendar has a navigation pane and a work pane. On the left, the Navigation pane shows the current month and the available calendars. The main window in the center displays the current view of the active calendar.

Figure 1. Setting up your calendar

You can use the toolbar to navigate the calendar, change views, and perform essential tasks. From left to right, the buttons on the toolbar are:


Creates a new event in the selected calendar.

Send in e-mail

Sends a select event to one or more contacts as an email message.


Deletes a selected event.


Provides options that set the calendar to the Day, Week, or Month view.


Prints the Day, Week, or Month view of the dates you select as the start and end dates under Print Range.

When you are working with the Date section of the Navigation pane, you can use the Month view of the calendar to select individual dates to view in the main window. Using the Previous Month and Next Month buttons on the calendar, you can navigate to previous and next months. Other techniques to navigate the calendar are as follows:

  • While viewing a particular month, you can navigate to previous or next months by clicking the month and year entry to display the 12 months of the year. You can then select any month to view by clicking it.

  • While viewing the 12 months of the year, you can change the year by clicking the Previous Year or Next Year button.

  • At any time, you can click the “Go to today” link to go back to the current date.

In Windows Live Calendar, the Day, Work Week, Week, and Month views in the main window show appointments and meetings associated with all the calendars you’ve created or to which you’ve subscribed. When you are working with the Calendars section of the Navigation pane, you can select the calendar you want to work with to make it the active calendar for when you are scheduling events or setting calendar properties.

Any calendar events you create, modify or delete in the related desktop program are automatically created, modified, or deleted in your contacts in the Windows Live service and vice versa. Synchronization occurs when Windows Live Mail checks for new messages, which occurs every 30 minutes by default. When you are working with the Mail view in Windows Live Mail, you can manually synchronize all email, calendar and contact data with the Windows Live Service by clicking the Sync button or by clicking the Sync Options button and then selecting Everything (Ctrl-F5).

You can change the synchronization options by following these steps:

  1. In Windows Live Mail, click the Menus button on the toolbar, and then click Options.

  2. On the General tab, ensure the “Check for new messages every” checkbox is selected and then specify the desired interval.

  3. Click OK to save your settings.

2. Creating and Using Calendars

The true power of Windows Live Calendar is its capacity for creating and managing multiple calendars. If you would like to have separate calendars for work and play, or perhaps you would like to manage the calendars for each of your family members and see them all together at a glance to avoid conflicts, you can do this by creating multiple calendars. Because each calendar has a separate color code, it is easy to tell which appointments, meetings, and commitments are related to which calendar.

To create a new calendar, all you need to do is click the “Add calendar” link or click the Options button to the right of the New button on the toolbar and then select Calendar. Alternatively, you can press Ctrl-Shift-D to create a new calendar. In the Add a Calendar dialog box, shown in Figure 2, you can then set the name of the new calendar and select a color for the calendar’s events. You can also enter a description of the calendar and optionally make the calendar your primary calendar.

Figure 2. Setting the calendar name and color

When you create events, Windows Live Calendar adds them to the active calendar by default. Calendars have two key properties that you can manage: a title and an associated color. You can edit calendar details by clicking the calendar name and then selecting Properties.

When selecting a color to associate with a calendar’s events, use a unique color for each calendar so that it is easy to distinguish the owner or purpose in the master calendar. For example, you might want to use red, blue, green, yellow, and orange as the colors for five different calendars.

By default, items for all calendars are shown on the master calendar. To hide a calendar’s items, clear the related checkbox. If you later want to display the calendar’s items and tasks, select the related checkbox. You also can hide the calendar’s items and hide the calendar’s entry by clicking the calendar and selecting the “Hide this calendar from list” option. To restore hidden calendars, click any available calendar and then select the “Add hidden calendars to list” option.

If you no longer need a calendar, you can permanently delete the calendar and all related events. To delete the calendar, click it, and then select Delete from the menu that pops up. When prompted to confirm that you want to delete the calendar, click Delete again.

  •  Windows 7 : Using Windows Live Contacts
  •  Windows 7: Using Windows Live Mail (part 3)
  •  Windows 7: Using Windows Live Mail (part 2) - Creating, Sending, and Receiving Email
  •  Windows 7: Using Windows Live Mail (part 1) - Setting Up Windows Live Mail and Configuring Email Accounts
  •  Windows 7 : Working with the Windows Firewall (part 3) - Configuring Advanced Firewall Security & Troubleshooting Advanced Firewall Problems
  •  Windows 7 : Working with the Windows Firewall (part 2) - Configuring Security for the Basic Windows Firewall & Troubleshooting the Basic Windows Firewall
  •  Windows 7 : Working with the Windows Firewall (part 1) - Windows Firewall Features and Improvements
  •  Windows 7 : Using Windows Defender (part 3) - Using Windows Defender Tools & Troubleshooting Windows Defender
  •  Windows 7 : Using Windows Defender (part 2) - Scanning Your Computer for Spyware and Malware
  •  Windows 7 : Using Windows Defender (part 1) - Configuring Windows Defender
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