Unlocking Hidden Calendar Features: Boost Productivity with Tools You Already Use
Most professionals use calendar apps daily—but only scratch the surface of what these tools can do. Beyond scheduling meetings, your calendar can protect focus time, reduce context switching, and automate your week. Here are overlooked features in popular tools and how to use them to work smarter.
1. Google Calendar: Appointment Scheduling
Hidden Feature: Appointment Schedules
Google Calendar's Appointment Scheduling allows others to book time with you based on your availability, eliminating the back-and-forth of scheduling emails.
How to Use It:
Open Google Calendar.
Click on "Create" and select "Appointment schedule."
Set your availability, duration, and other preferences.
Share the booking page link with clients or colleagues.
Tutorial Video: How to Use Appointment Schedule in Google Calendar
2. Outlook Calendar: Conditional Formatting
Hidden Feature: Conditional Formatting
Outlook's Conditional Formatting lets you automatically color-code events based on specific criteria, helping you visually organize your calendar.
How to Use It:
Go to your Outlook Calendar.
Click on "View Settings" and then "Conditional Formatting."
Add a new rule, set your conditions, and choose a color.
Tutorial Video: Add Conditional Formatting to Your Outlook Calendar
3. Fantastical: Natural Language Input
Hidden Feature: Natural Language Parsing
Fantastical allows you to create events by typing phrases like "Lunch with Sarah at 1pm tomorrow," making scheduling faster and more intuitive.
How to Use It:
Open Fantastical.
Type your event details in plain language.
Fantastical will parse the information and create the event accordingly.
Tutorial Video: Fantastical - Adding Events
4. Notion Calendar: Linked Databases
Hidden Feature: Linked Databases
Notion's Linked Databases allow you to create dynamic views of your data, such as syncing tasks with your calendar, providing a comprehensive overview of your schedule and responsibilities.
How to Use It:
In Notion, type
/linkedto create a linked database.Select the database you want to link.
Customize the view to display calendar entries, tasks, or other relevant data.notion.com
Tutorial Video: How to Link Table to Calendar in Notion
Share Your Favorite Hidden Calendar Gems
We know there are plenty of calendar power-users out there with their own tricks up their sleeves. Do you have a favorite feature or clever workflow that saves you time or keeps you focused?
We’d love to hear from you! Drop a comment below or email us with:
The tool you use
Your hidden gem feature
A quick tip or link showing how it works
