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How To Create a Vacation Calendar in Outlook

How To Create a Vacation Calendar in Outlook

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Manage your paid time off all in one place with Vacation Tracker.

Last updated on June 18, 2025

Frequently asked questions

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.

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.

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.

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.