You need to view appointments from several colleagues or resources at the same time. Outlook can display multiple calendars in a single view, but the layout can be confusing. This feature overlays calendars by default, which can hide details. This article explains how to arrange shared calendars side by side for clear comparison.
Key Takeaways: Arrange Shared Calendars for Clear Viewing
- View > Calendar View > Side-by-Side Mode: Changes the calendar display from an overlay to a clean column layout for easy comparison.
- Right-click a calendar name > View in Side-by-Side Mode: A quick method to switch a specific shared calendar to the side-by-side layout.
- Drag and drop calendar tabs: Reorder the sequence of calendars in the side-by-side view to match your priority.
Understanding Outlook’s Calendar View Options
Outlook provides two primary ways to view multiple calendars. The default is Overlay Mode, which stacks calendars on top of each other. This uses color-coding but can make busy schedules hard to read. The alternative is Side-by-Side Mode, which places each calendar in its own column. This layout is best for comparing time slots across different schedules. You must first add the shared calendars to your navigation pane before you can arrange them.
Steps to Display Calendars Side by Side
Follow these steps to switch from the overlay view to a side-by-side arrangement.
- Open the Calendar module
Click the calendar icon in the bottom-left navigation pane of Outlook. This switches your view from Mail to Calendar. - Add shared calendars to your view
Go to the Home tab. In the Manage Calendars group, click Add Calendar. Choose From Address Book, then select the names of colleagues or resources. Click OK to add their calendars to your navigation pane under Shared Calendars. - Enable Side-by-Side Mode
Navigate to the View tab on the ribbon. In the Calendar Views group, click Change View. Select Calendar from the list. Then, in the Arrangement group, click the Side-by-Side Mode button. This changes the layout for all selected calendars. - Select which calendars to display
In the calendar navigation pane on the left, check the boxes next to your calendar and each shared calendar you want to view. They will now appear as separate columns next to each other. - Adjust the view and order
Use the Day, Work Week, Week, or Month buttons in the Arrange group to set your time scale. You can click and drag the tab of a calendar column to change its left-to-right position in the view.
Using the Right-Click Method
You can also control individual calendars. In the calendar navigation pane, right-click the name of a shared calendar. From the context menu, select View in Side-by-Side Mode. This command toggles the setting for that specific calendar.
Common Mistakes and Layout Limitations
Calendars Still Appear Overlaid After Clicking Side-by-Side
This usually happens because Overlay Mode is still active for one calendar. Ensure no calendar tab in the view shows the overlay icon. Right-click each calendar name in the navigation pane and verify View in Overlay Mode is not checked. The Side-by-Side Mode button on the View tab controls the global setting.
Not All Shared Calendars Are Visible in the List
You need permission to view a shared calendar. If a calendar does not appear after adding it, confirm the owner has granted you Reviewer or higher permissions. You may need to close and restart Outlook for new permissions to take effect.
Side-by-Side View Is Too Cluttered with Many Calendars
The side-by-side layout has a practical limit. Displaying more than five or six calendars can force horizontal scrolling. For comparing many calendars, consider using the Schedule View. Go to View > Arrangement > Schedule View to see all appointments in a single list format.
Calendar View Modes: Side-by-Side vs Overlay
| Item | Side-by-Side Mode | Overlay Mode |
|---|---|---|
| Best for | Comparing free/busy times across schedules | Seeing a consolidated, color-coded master schedule |
| Layout | Parallel vertical columns | Stacked, transparent layers |
| Clarity with conflicts | High, as each calendar is distinct | Low, as appointments can obscure each other |
| View switching method | View tab > Side-by-Side Mode button | Right-click calendar > View in Overlay Mode |
| Number of calendars supported | Practical limit of about 6 before scrolling | Better for aggregating many calendars into one view |
You can now view team schedules clearly without overlap. Use the Side-by-Side Mode button on the View tab for quick layout changes. Try Schedule View from the Arrange group when managing more than six calendars. For advanced control, use the Outlook desktop app rather than the web version to drag and reorder calendar columns.