People + email

Use calendars

Windows Phone puts all your calendars in one place and keeps them in sync automatically, so you'll always get a clear and up-to-date view of your schedule. You can keep track of your appointments and to-do list, schedule meetings, and even see your Facebook invitations right on your phone.

Calendar appointments in Windows Phone

Viewing and syncing your calendars

When you set up an email account on your phone, you can view its calendars—and also create and change appointments and respond to invitations—right on your phone. You can sync calendars for Microsoft accounts, Google accounts, and Microsoft Exchange accounts.

Tip

You can also view multiple sub-calendars within your Microsoft or Google account. Go to Calendar > More More icon > Settings to turn them on or off.

Syncing Microsoft accounts and Microsoft Exchange accounts

To see the calendar for a Microsoft account or a Microsoft Exchange account (typically used at work) on your phone, just set up the account. The calendars will automatically show up along with your contacts and email, and your phone will sync the following appointments (these settings can't be changed):

  • Two weeks of past single-instance (non-recurring) appointments.
  • All future single-instance appointments.
  • All recurring appointments that have occurrences within the last two weeks or anytime in the future.

The to-do list on your phone will automatically sync with your Microsoft account or Outlook task list, depending on which account you use to create to-dos.

Tip

Using Outlook without Exchange on your computer? You can't sync the calendar to your phone, but you can can move its contents to a Microsoft account, then sync that account to your phone. To learn how, see Sync your Outlook Calendar to Windows Phone.

Syncing Google accounts

To see the calendar for a Google account on your phone, just set up the account. The calendars will automatically show up along with your contacts and email, and your phone will sync the following appointments (these settings can't be changed):

  • Two weeks of past single-instance (non-recurring) appointments.
  • 6 months of future single-instance appointments.
  • All recurring appointments that have occurrences within the last two weeks or anytime in the future.

Tips

  • Looking to sync multiple Google calendars to your phone? On your PC, go to Google Calendar sync select, sign in with your Google account, and then select which calendars you want to sync.
  • If you don't want to sync everything—email, contacts, and calendars—from your Google account, go to Settings > Email + accounts, tap the account you want to change, and then select or clear the check boxes under Content to sync.

Syncing Facebook events

If you've set up a Facebook account on your phone, you'll see your Facebook events in your calendar. If you get a lot of Facebook invitations, you can reduce calendar clutter by filtering out events you haven't responded to. Go to Calendar > More More icon > Settings and tap Only show Facebook events I've responded to.

Using calendar appointments

Creating a calendar appointment is as easy as blocking out a time slot—if you're in a rush, you can add the details later. An appointment you add on your phone will automatically sync with the account it's created in, so you'll see it anywhere else you view that calendar.

To create a new calendar appointment

  1. On Start Start button, tap Calendar.

  2. Flick left or right to Day or Agenda view, and then tap New New icon. (You can also tap the Month Month icon button, then tap the day you want to add the appointment to.)

  3. Tap the Subject box to fill in a name for your appointment.

  4. Under When, set the date and time of the appointment, and if you want to add a duration, tap How long.

    Note

    • If you want to create the appointment in a calendar other than your primary calendar, tap in the Calendar box and then pick the one you want. This is one detail you can't change later.
  5. Tap More details to do any of the following (or skip this step and add the details later):

    • To make this a recurring appointment, tap Occurs.
    • To invite other people, tap Add someone (you'll only be able to add people who are contacts on your phone).
    • To change your status (busy, out of office, etc.) for the appointment, tap Status.
    • If you have a shared calendar that other people have permission to view (for example, your work calendar), you can select the Private check box to keep the details of your appointment private.
  6. Tap Save Save icon to save the appointment in your calendar and send meeting requests to any people you've invited.

Tip

To add an appointment on the fly, flick to Day view, tap a time slot, type a subject, and then tap Save Save icon.

To change or delete a calendar appointment

After you save an appointment, you can go back and change it or delete it. You won't be able to change which account (such as Outlook or Google) the appointment is stored in, though—to do that, you'll need to delete the appointment, then create it in the right account.

  1. On Start Start button, tap Calendar.

  2. Tap the appointment you want to change or delete, and then do one of the following:

    • Tap Edit Edit icon, change any of the appointment details, and then tap Save Save icon.
    • Tap Delete Delete icon, and then tap Delete again.

Note

To remove a canceled meeting from your calendar, from your email account, open the email with the canceled meeting, tap More More icon, and then tap Remove from calendar.

To respond to a meeting request

  1. On Start Start button, tap Calendar.

  2. Tap an appointment, and then do one of the following:

    • To see who else has been invited, flick left to Attendees.
    • To let the meeting organizer know if you're coming, tap Accept Accept icon or Decline Decline icon. If you'd like to send a comment with your response, enter your note and tap Send Send icon.
    • To propose a new time, tap Respond Respond icon > Propose new time .
    • To tentatively accept a meeting request, tap More More icon > Tentative.
    • To change the details of the meeting, tap More More icon > Edit.

Tips

  • You can perform many of these actions (such as accepting and declining) from your email account as well. Just open the invitation email and tap Respond Respond icon.
  • If you're running late, you can quickly send an email to the other people attending by opening the meeting and then tapping Late Late icon.

Notes

  • A meeting request sent to your Microsoft account might not appear in your calendar until you respond to the invitation email.
  • Meeting requests sent to your Google account will have different options for responding. Tap Edit Edit icon to change the details and send an email update, Delete Delete icon to remove the appointment from your calendar, or Respond Respond icon to send an email reply.
  • To respond to a Facebook event, tap the event in your calendar, tap Respond Respond icon, and then tap the RSVP choice you want.

Using calendar to-dos

Your phone is always with you—and so is your to-do list. You can create to-dos with due dates and reminders, and choose to see them (or not) alongside your appointments in your calendar.

Calendar to-do

Note

You can only create to-dos in Outlook or Microsoft accounts.

To create a new to-do

  1. On Start Start button, tap Calendar.

  2. Flick left or right to To-do, tap New New icon, and then do any of the following:

    • Tap in the Subject box and type a name for your to-do.
    • To choose the account where you'll add the to-do, tap in the Account box.
    • Turn on Reminder On icon, then tap in the a text box to set a date and time for the reminder.
    • Tap in the Due date box, then select a due date or tap Custom.
    • Tap Priority, then tap a priority level for the to-do.
    • Tap the Notes box, and then enter any extra info.
  3. Tap Save Save icon.

    Tip

    If you set a due date for your to-do, you'll see it in the Agenda view for the day it's due. If you set a reminder, you'll see the to-do in the Day view as well. If you don't want your to-dos to show in your calendar, go to Calendar > More More icon > Settings and then clear the Show to-dos on the calendar check box.

To change or delete a to-do

After you save a to-do, you can go back and change it or delete it. However, you can't change which account (for example, Outlook) the to-do is stored in. If you need to move the to-do to a different account, you'll need to recreate it in that account.

  • On Start Start button, tap Calendar. In Day, Agenda, or To-do view, tap the to-do, and then do one of the following:

    • Tap Edit Edit icon, change any of the details, and then tap Save Save icon.
    • To check it off, tap Complete Complete icon.
    • To quickly change the due date , tap More More icon, and then tap Postpone a day or Do today.
    • To delete it, tap More More icon, and then tap Delete.

    Tips

    • To see completed to-dos or to sort the list by priority, go to Calendar > To-do, tap More More icon, and then tap Show completed or Sort by priority.
    • To check off or delete multiple to-dos, go to Calendar > To-do, tap Select Select icon, and then tap the check box Check box icon next to each item you want to select.

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