You may have all-day events in your Outlook calendar that block your schedule as busy. This happens because the default setting for all-day events is “Busy.” This article explains how to change the default status for all-day events and adjust existing ones. You will learn to keep your calendar free for meetings while still tracking important full-day items.
Key Takeaways: Control Your All-Day Event Availability
- Show As field in a new appointment: Set the status to Free, Working Elsewhere, or Tentative when creating any all-day event.
- Double-click an existing event: Open any calendar item to edit its Show As status after it has been created.
- Ctrl + Click and drag: Select and change the status for multiple all-day events at the same time.
Understanding Calendar Availability Status
Outlook uses the “Show As” status to indicate your availability on a shared calendar. The default for all-day events is “Busy,” which displays as a solid blue bar. This can prevent colleagues from scheduling meetings with you for that entire day. Other statuses include Free, Working Elsewhere, and Tentative. Changing an all-day event to “Free” shows it as a transparent bar, indicating you are available for meetings. This feature is useful for holidays, birthdays, or reminders that should not block your work schedule.
Steps to Change the Status for All-Day Events
You can set the status when creating a new event or edit existing ones. The following methods work in Outlook for Microsoft 365, Outlook on the web, and the Windows desktop app.
For a New All-Day Event
- Create a new appointment
Open your Calendar view. Double-click on the date header for your event or go to Home > New Appointment. - Check the All-day event box
In the new appointment window, locate and select the “All day event” checkbox. This expands the time field to show the full day. - Change the Show As status
Find the “Show As” dropdown menu on the Appointment tab. Click it and select “Free” from the list. You can also choose “Working Elsewhere” or “Tentative.” - Save the event
Add your event title and any details. Click Save & Close. The event will now appear on your calendar with the selected availability.
For Existing All-Day Events
- Open the calendar event
In your Calendar view, double-click the all-day event you want to modify. The appointment window will open. - Locate the Show As field
On the Appointment tab, find the “Show As” dropdown menu. It is typically next to the reminder settings. - Select a new status
Click the dropdown and choose “Free,” “Working Elsewhere,” or “Tentative.” The “Busy” option is selected by default. - Save your changes
Click the Save & Close button. The event’s visual appearance on your calendar will update immediately.
Editing Multiple Events at Once
- Select multiple events
Hold down the Ctrl key on your keyboard. While holding Ctrl, click each all-day event you wish to change in your calendar view. - Open the selection
Right-click on one of the selected events. Choose Open from the context menu. A special dialog for multiple items will appear. - Change the Show As field
In the dialog, find the “Show As” dropdown. Select your desired status, such as “Free.” - Apply to all items
Click OK. The new availability status will be applied to every event you selected.
Common Mistakes and Limitations
Event Still Shows as Busy After Changing Status
If an event continues to display as busy, close and reopen Outlook. Sometimes the calendar view caches the old status. Also, verify you saved the event correctly by reopening it. In rare cases, syncing delays with Exchange Server can cause a temporary mismatch.
Cannot Edit Events on a Shared Calendar
You need editor permissions to change events on a calendar someone else owns. If you only have reviewer permissions, the Show As field will be grayed out. Request edit access from the calendar owner or ask them to adjust the event status for you.
Outlook on the Web Has Different Menus
In Outlook on the web, the setting is called “Show As” but is located inside the event details panel. After clicking an event, select “Edit” and then expand the event details to find the availability dropdown. The steps are similar but the interface layout differs slightly.
All-Day Event Status Options Compared
| Item | Free | Working Elsewhere | Tentative | Busy |
|---|---|---|---|---|
| Calendar Bar Color | Transparent or striped | Purple | Light blue diagonal stripes | Solid blue |
| Scheduling Assistant Impact | Shows time as available | Shows time as busy but with a note | Shows time as tentatively busy | Blocks time completely |
| Common Use Case | Personal reminders, holidays | Out of office at another work location | Unconfirmed meetings or events | Confirmed appointments, meetings |
| Default for All-Day Events | No | No | No | Yes |
You can now control how all-day events affect your displayed schedule. Use the Free status for items that should not block your workday. Try applying the multi-edit technique to update a series of past events quickly. For advanced control, use Outlook’s Calendar Options to set a default Show As status for all new appointments, though this does not apply exclusively to all-day events.