Adding a calendar in Outlook takes three steps: open the app, click the plus sign next to "My Calendars," and name the new calendar
Outlook lets you create multiple calendars within the same account so you can separate work events from personal ones, or keep client calendars distinct. Each calendar appears as its own color-coded list in your sidebar, and you can show or hide any of them with a single click. The process works the same way whether you use Outlook on Windows, Mac, or the web version.
You do not need to create a new email account or sign up for anything extra. If you already log into Outlook, you already have the ability to add calendars.
Key Takeaways
- Click the plus sign next to "My Calendars" in the left sidebar, type a name, and click Create to add a new calendar to your account.
- Each calendar gets its own color in your sidebar, making it straightforward to see at a glance which events belong to which calendar.
- You can hide or show any calendar by clicking the checkbox next to its name — the events disappear from your view but are not deleted.
- Shared calendars from coworkers appear in a separate "Other Calendars" section and do not count against your personal calendar limit.
- You can delete a calendar you no longer need by right-clicking its name and selecting Delete, but you cannot undo this action.
How to create a new calendar on Windows or Mac Outlook
Open Outlook and look at the left sidebar where you see "My Calendars" in bold text. Below that heading, you will see a plus sign (or a small icon that looks like a plus sign). Click it once.
A dialog box will appear asking you to name the calendar. Type a name that describes what the calendar is for — "Client Projects," "Personal," "Team Meetings," or whatever makes sense for your situation. Then click the Create button. The new calendar now appears in your sidebar with a checkbox next to it and a colored dot.
If you do not see "My Calendars" in your sidebar, click the Calendar icon at the bottom of the left panel. This switches you to calendar view, where the sidebar will show your calendars instead of your email folders.
How to add a calendar in Outlook on the web
Log into Outlook.com or your work Outlook account in a web browser. Click Calendar in the left sidebar (or at the top if you are using the newer layout). Look for "My Calendars" in the left panel.
Next to "My Calendars," click the three dots (or the plus sign, depending on your version). Select "Create new calendar" from the menu. Type the name you want and click Create. The calendar appears when ready in your list.
The web version works identically to the desktop app — you get the same color coding and the same ability to show or hide calendars with checkboxes.
Choosing colors and managing your calendar list
When you create a calendar, Outlook assigns it a color automatically. If you want to change the color, right-click the calendar name in your sidebar and select "Change color." Pick a new color from the palette. This does not affect the events themselves — it only changes how the calendar appears in your sidebar and on your main calendar view.
You can rename a calendar the same way: right-click the name, select "Rename," type the new name, and press Enter. This is useful if your work changes and a calendar that was once "Q4 Budget" becomes "Q1 Budget."
If you have many calendars, you can organize them by unchecking the ones you do not need to see right now. The events stay in the calendar — they just disappear from your view. This keeps your calendar less cluttered without losing any information.
The difference between your calendars and shared calendars
Calendars you create yourself appear under "My Calendars." When a coworker shares their calendar with you, it appears under a separate section called "Other Calendars" or "People's Calendars." You cannot edit events on someone else's shared calendar unless they have given you that permission, but you can see them and add them to your own schedule if needed.
Shared calendars do not take up space in your "My Calendars" list, so you can view as many coworker calendars as you need without cluttering your own calendar section. If you no longer want to see a shared calendar, click the three dots next to its name and select "Remove."
What to do if you cannot find the plus sign
If you are using an older version of Outlook or a different layout, the plus sign might be in a different location. Look for a button labeled "Add Calendar," "New Calendar," or a plus icon anywhere near the "My Calendars" heading. On some versions, you right-click directly on "My Calendars" and select "Create New Calendar" from the menu.
If you still cannot find it, check whether you are in Calendar view. In Outlook desktop apps, click the Calendar icon at the bottom of the left sidebar. In Outlook on the web, click Calendar at the top or left side of the screen. Once you are in Calendar view, the option to add a calendar will be visible.
Deleting a calendar you no longer need
Right-click the calendar name in your sidebar and select "Delete Calendar" or "Remove." Outlook will ask you to confirm — this action cannot be undone, so make sure you want to delete it. All events in that calendar will be permanently removed from your account.
If you are not sure whether you need the calendar anymore, hide it instead by unchecking the box next to its name. You can always delete it later if you decide you do not need it.
Frequently Asked Questions
Can I move an event from one calendar to another?
Yes. Right-click the event and select "Move" or "Change Calendar." Choose the destination calendar from the list. The event disappears from the old calendar and appears in the new one with the new calendar's color.
How many calendars can I create?
Outlook does not publish a hard limit, but most users find that 10 to 20 calendars is practical before the sidebar becomes difficult to manage. You can always hide calendars you are not using right now instead of creating new ones.
Will my calendars sync across my phone, tablet, and computer?
Yes, if you use the same Outlook account on all devices. Calendars you create on your computer appear on your phone automatically, and events you add on your phone show up on your computer. This works for both the Outlook app and the web version.
What happens if I share a calendar with someone and then delete it?
The calendar is deleted from your account and disappears from anyone you shared it with. They will no longer see the events. If you want them to keep access to those events, move them to a different calendar before deleting.
Can I import a calendar from another app like Google Calendar?
Yes, but the process depends on which app you are importing from. Most calendar apps let you export as an .ics file, which you can then import into Outlook. Check the other app's settings for an export or read option, then open Outlook and look for an Import option in the File menu.