Analyzing Executive Calendars in Outlook - Tech Tip for Executive Assistants
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- เผยแพร่เมื่อ 28 ก.ย. 2024
- If you are an Executive Assistant or are new to an administrative role, then this is a powerful Outlook calendar tip just for you! Exporting your executive's calendar from Outlook and analyzing how they are spending their time is key to effectively managing their workflow and time! This is a tip that will make you look like a rock-star and will help you develop a dynamic business partnership with your executive business partner.
In this video, I share why it is essential for you to analyze their calendar and then take you step-by-step and how to pull the report in Outlook.
More Tips on Automating Outlook - Automating Outlook - Using Templates and Disabling Reply to All Function
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About This Video: Melissa Peoples shares why analyzing executive calendars is critical to managing their time and walks you step by step in how to pull and export the report in Outlook.
I've been an assistant for years and never thought to do this- thanks so much!
You are so welcome!
Thanks so much, I have always thought this is the way to start off with a new boss, analyze and provide recommendations based on your life experience
This will be SO helpful! I'll be able to provide a meeting cadence schedule for my boss with dates and I don't have to go through his calendar day by day!
I’m so glad!! I have another video on Microsoft Insights that analyzes the data for you. It’s a fabulous tool for calendar analysis!
has anyone actually run a report for the Executive's calendar, when I do, it comes out blank only grabs headers. Any help would be appreciated.
Same
great tutorial. kindly share how to use the latest version of the outlook calendar as some features have changed. thank you
This is awesome ...
Thank you so much Louie! Glad you enjoyed it!
What version of Outlook are you using? My Exec's calendar doesn't come up as an option and I also can't even find recurring meetings on my own calendar using the search bar method.
You are awesome! THANK YOU!
You are so sweet! You are very welcome 😀
is there a way to be able to view the category colors my executive assigns to her own calendar on my view of her calendar? Having a hard time finding any info on this.
Hi Kathleen,
Sure! Just right click any meeting in her calendar and the categories will show up there.
you might not respond to this since the video is old, but why doesn't my calendar have that tool bar at the top?
Hi Whitney! Which toolbar are you missing? When you click into the search bar?
How do you pull a report?
Hi James - you can pull the report using the steps in the video 🙂. It creates a csv file for you to check out your data.
This function does not work for shared calendars with private appointments and also does not list recurring events as individual occurrences. Essentially useless. Microsoft needs to step it up big time.
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God Bless you my Sister for this valuable information
Seems like you’ve only replied to compliments but not to those who are having issues with their execs calendar. This is will only pull my calendar info and not my manager.
Hi I am delegated to my bosses calendar however when I try pull the report, my calendar report is exported into excel and not my bosses. Does this have to do with permissions, please help I am trying to impress my boss
Really useful information. I think I will need my bosses password to allow me to do these suggestions. Thanks
I wanted to watch this but cant stand that NOISE in the background
I know … it is so hard to listen to!!
Thanks for this helpful video. Can you give us an example of the insights you obtain from the analysis? I did manage to pull the data but not sure how to analyze it so it would be helpful if you could walk us through an example of something that you noticed and/or a change that you made on that basis.
Hi this info is very helpful. Is there an updated version Outlook M365?
When trying to use both methods with my director's calendar (which is a shared calendar), her items will not pop up. Is there a setting or something I need to adjust in her shared calendar so I can utilize your tips? Thanks for being a wonderful resource!
please don’t ever stop posting...
Oh my goodness! Thank you so much for posting such a kind message ❤️ That really made my day!!!
what software or app do you use to record your computer screen?
Thanks for tip. However after selecting calendar ,I'm not getting the default link to Brower.. plz help
Great tip! Which version of Outlook are you using? I don't appear to have the same options. Also, how do you pull a report from your business partner's calendar? I'm only getting the option to pull it from my own calendar.
Having the same issue. 🤨 Were you able to work around that?
OMG - that is an amazing tool! I am so going to use that ALWAYS!!!
LOL - I am so glad that you liked it, Maria!
Sooooo helpful
Glad I stumbled upon your channel
Thank you!
By pulling reports, you mean just analyzing the calendar? Or is there a way to download a report that automatically shows repeating invites on Outlook?
EDIT: NEVER MIND, i finished the video!
😂 😎
I'm trying to do this for my executive but we are using google. Do you know if have something like this for google calendar?
So, it didn’t work for me because when I follow your steps it always falls back into my own calendar and it can’t see my executives calendars 😞
Hi Veronica - that means that you are set up as a delegate only. Ping me and I can walk you through it 😀
@@AdminGurus I am having the same problem, please help
@@lisarose7020 Hi Lisa - You have to have the executive's profile set up on your system (instead of being a delegate only). If you have access to their password and can add their account then it will work 😀 If that is not an option, you can borrow their computer for a few minutes and complete the steps from their system instead. Ping me on LinkedIn or email if you need help.
Useful advice. I tried exporting but it wouldn't pick up my executives calendar. Not sure what went wrong?
This is way above my expertise!!!!!! I don't know how to pull a report in outlook.
Not sure why, following ur directions and only the column headings export and non of the data(?). Love your tutorials hope I can get this to work.
Hi - thank you for taking the time to comment 😀 is your date correct?
@@AdminGurus I had the same issue. I checked he dates and I did 3/1/2020 to 3/1/2021. Is this only for past dates, not future?
I had the same issue - only had the headers export and none of the meetings/appointments. I tried 3x, and ensured that all my dates were correct (tried running for 1 year, 6 months, and 2 months) - no luck... I have Office 2013
@@AdminGurus Im having the same issue. I have access to my execs calendar, I am able to choose his calendar, but when the report generates, no data transfers- only the headings. Do you have a work around? Thank you!
Great info!
Good information for EA
Thank you so much for this! Super helpful!!
I am so glad that you liked it Karleen!
There is an annoying buzz feedback sound on the audio for this video. I hope it is fixable.
Hi Jennifer - Oh, how I wish 😀 It was one of my very first TH-cam videos all those years ago and I had no idea what I was doing. I am so sorry! I did re-record the training portion so that at least people could watch that instead. Thanks for watching anyway 😁
So helpful. Thank you
Hello! Thank you for this. I am having issues getting my boss' profile added. How do I go about doing that?
Hi Katie - go to file / add account / then follow the prompts for their email and password.
Great info! Thank you!
Great concept. It only seems to work for myself and not the person whose calendar I manage.
Jasmine Adjei My Outlook defaults to my calendar for a lot of features too. I have to shut down my computer & signin with my bosses signin to keep it from doing that.
It won’t let me do this on a Shared Calendar. It only pulls up my own 😞
Hi Antonela! How do you have their profile set up on your system? If you are a delegate only and do not have their profile added to your account, it can be a bit tricky.
@@AdminGurus I'm setup as a delegate only as well. Is this something I can run to clean up my exec's calendar?
Hi, whats the be policy to add and/or describe the meeting subject or meeting title, when setting up the meeting from your bosses calendar?
How can I do this for a shared calendar? It won't let me select one of my several shared calendars. Do I have to ask the executive to run this report? Help!!
Hi Derek... The most important thing is to be consistent in the naming convention so that your reports will require the least amount of manipulation.
@@mechellegamez4193 It all depends on how the shared calendars have been set up on your system and what your permission settings are. If your executive has shared their password with you, setting them up as an additional profile on your account gives you access to so much more productivity tools. Let me know how I can help.
@@AdminGurus hi! Thank you for posting this video. Is all you think I would need to do is gain access to their profile on my computer? Right now, I need to enter a password to gain access to their profile.
Thank you for the tips!
You are very welcome Joanna!!
Although my mangers share their calendars with me and I have full permissions , I couldn't find a way to export from one of their calendars. I couldn't even see their calendars in the list. Do you have any advice for that? Thank you.
If your outlook version doesn't support exports like this, you can work around by first, being diligent about assigning categories, mainly to the recurring appointments. As an e.g. I separate by Red for critical meetings, Orange for chaired committees, Light peach for attended committees or working groups, and Blue for 1:1 meetings with direct reports, etc. You probably already employ something like this. Then you can simple change your View in Outlook calendar to a list, then it appears in a grid. Select all, copy and paste into a spreadsheet. Then you can sort, etc; as she's shown here. You can do this with contacts and even emails...but if you get 200 emails a day, that is hard to manage so assigning rules can help. Anyway, I am rambling and probably giving you info you already know. I do hope some of this helps.
Can you make a video showing all these Calendar hacks?!!! I was very impressed!
Thank you for doing this!
You are very welcome! Glad you enjoyed it 😀