How To Create a Vacation Calendar in Outlook

Q: "What is the best way to show my out-of-office or vacation time in Outlook?"

"\u003cp\u003eThe most effective approach is to create an all-day event on your Outlook calendar, label it as “Out of Office,” and set the correct dates. This signals your absence to colleagues and helps prevent meeting conflicts. Always use the “Show As: Out of Office” setting for clarity.\u003c/p\u003e"

Q: " Can I share my vacation or PTO calendar with others in Outlook?"

"\u003cp\u003eYes, you can share your vacation calendar by right-clicking the calendar, selecting “Sharing Permissions,” and entering colleagues’ email addresses. Assign appropriate permissions, such as “Can view all details,” and send the invite. This promotes transparency and helps teams coordinate time off.\u003c/p\u003e"

Q: "How can I add my out-of-office event to a group or shared calendar in Outlook?"

"\u003cp\u003eTo add your out-of-office event to a group calendar, create the event on the shared calendar and mark it as “Out of Office.” This way, all group members can see your absence. I recommend using group calendars for teams that need full visibility into each other’s schedules.\u003c/p\u003e"

Q: "Is it possible to sync vacation calendars across different platforms automatically?"

"\u003cp\u003eYes, Vacation Tracker does it all for you. Once a leave is approved, it’s automatically added to your connected calendars like Outlook, Google Calendar, or iCal.\u003c/p\u003e"

Author
claudia
Read time
4 minutes
Published
July 12, 2019

How To Create a Vacation Calendar in Outlook

Time off is essential for mental and physical well-being. So, why is it being treated like a luxury?

Despite the proven benefits, many employees are reluctant to take time off. Notorious for ditching their vacation days, nearly 50% of Americans don’t use all of their allotted vacation time! This is a dangerous trend that will lead to an overworked team that is prone to burnout.

How do we avoid this? By encouraging your team to take well-deserved breaks. We recommend you start by implementing a PTO policy that’s easy to understand and a system that’s simple to navigate.

Enter the vacation calendar: a tool designed to simplify the process of scheduling time off, reducing stress, and keeping teams aligned.

If you’re struggling to keep tabs on vacation schedules, sick days, regular time off, and even half days, we’re here to teach you how to create a vacation calendar in Outlook.

Why Use a Vacation Calendar in Outlook?

Vacation calendars provide visibility into team availability and help prevent scheduling conflicts, making your time off stress-free for you and your colleagues. Using Outlook as a vacation calendar makes it possible for everyone in your organization to access and update the calendar in real-time. Without a vacation calendar, you risk missing deadlines, inefficient task handovers, and frustrated colleagues who may find themselves overworked.

So why use Outlook to create it?

The answer is simple. If your company is already using Microsoft, Outlook is a budget-friendly solution that adds no additional costs. Plus, employees are already familiar with the platform, eliminating the need for any formal training. It’s quick, easy, and inexpensive to set up.

3 Ways to Create a Vacation Calendar in Outlook

Method 1: Create a New Calendar

This method is ideal for managers who need a centralized view of all time off schedules without cluttering personal calendars. By creating a dedicated vacation calendar, you can keep vacation details separate while keeping track of essential PTO details.

How to set it up:

Step 1: Open Microsoft Outlook and navigate to the Calendar tab.

Step 2: Right-click on "My Calendars" in the left pane and select "Add Calendar."

Step 3: Choose "Create a Blank Calendar," name it (e.g., "Team Vacation Calendar"), and select a location to save it.

Step 4: Click "Save" to finalize.

Benefits:

Keeps vacation schedules organized and easy to find.
Prevents mixing personal and professional appointments.
Allows managers to monitor team availability at a glance.

By using this approach, teams can avoid scheduling conflicts, improve planning, and ensure smooth operations even during periods of high leave activity.

Method 2: Use an Out-of-Office Event

This method is particularly effective for individual employees who want to communicate their availability to coworkers without overloading team calendars. It’s also useful for teams where each member’s schedule varies significantly.

How to set it up:

Step 1: In the Calendar tab, select "New Event" from the Home ribbon.

Step 2: Add a title for the event, such as "Out of Office for [Name]."

Step 3: Choose the start and end dates. If it’s a full-day event, toggle the "All Day" option on.

Step 4: Under "Show As," select "Out of Office" and then press Save.

[Optional] Step 5: To notify others without blocking their schedules, duplicate the event and set the duplicate to "Free." Add recipients and send it as a non-blocking invite.

Benefits:

Clearly marks availability for coworkers scheduling meetings.
Allows employees to share vacation plans without affecting others’ availability.
Helps maintain transparency across teams.

Using Out-of-Office events ensures coworkers are informed of absences, reducing miscommunication and enabling better scheduling.

Sharing a group calendar is ideal for teams that collaborate frequently and require full visibility into each other’s schedules. It’s particularly beneficial for managers overseeing larger teams.

How to set it up:

Step 1: Right-click the calendar you created and select "Sharing Permissions."

Step 2: Enter the email addresses of team members.

Step 3: Assign permissions such as "Can view all details" or "Can edit."

Step 4: Click "Send" to share access.

Benefits:

Enhances team coordination by providing a shared view of all schedules.
Enables collaborative planning for projects or coverage during vacations.
Simplifies updates with centralized access.

Shared group calendars improve communication, reduce scheduling conflicts, and ensure that key responsibilities are covered even during absences.

A Smarter Way to Manage PTO

Imagine never having to ask, "Who’s out this week?" because your calendar provides all the answers in real time.

Vacation Tracker makes PTO management feel easy through a user-friendly platform that can be set-up in minutes.

Here’s how we do it.

Dashboard & In-App Calendar View

Vacation Tracker’s dashboard and in-app calendar provide a comprehensive overview of who’s on leave and upcoming time off. Managers can balance workloads efficiently, while employees gain clarity about their own schedules. This centralized view ensures that all leave information is easily accessible, promoting better planning and coordination.

Calendar Integration

Vacation Tracker integrates with your favorite calendar platforms, like Outlook, Google Calendar, and iCal. There’s no need to maintain multiple calendars or manually update schedules. Once your leave requests are approved, they can automatically sync to your connected calendar, offering users an up-to-date view of leave schedules, alongside other work commitments.

Experience the Difference

Try Vacation Tracker today and discover how effortless PTO management can be.

From its powerful calendar integration to its user-friendly dashboard, Vacation Tracker ensures that managing time off is smooth and efficient.

Enjoy all the features free for 7-days!

Frequently asked questions

What is the best way to show my out-of-office or vacation time in Outlook?

The most effective approach is to create an all-day event on your Outlook calendar, label it as “Out of Office,” and set the correct dates. This signals your absence to colleagues and helps prevent meeting conflicts. Always use the “Show As: Out of Office” setting for clarity.

Can I share my vacation or PTO calendar with others in Outlook?

Yes, you can share your vacation calendar by right-clicking the calendar, selecting “Sharing Permissions,” and entering colleagues’ email addresses. Assign appropriate permissions, such as “Can view all details,” and send the invite. This promotes transparency and helps teams coordinate time off.

How can I add my out-of-office event to a group or shared calendar in Outlook?

To add your out-of-office event to a group calendar, create the event on the shared calendar and mark it as “Out of Office.” This way, all group members can see your absence. I recommend using group calendars for teams that need full visibility into each other’s schedules.

Is it possible to sync vacation calendars across different platforms automatically?

Yes, Vacation Tracker does it all for you. Once a leave is approved, it’s automatically added to your connected calendars like Outlook, Google Calendar, or iCal.