How to Add Birthdays to Outlook Calendar?

Last Updated on December 30, 2023 by Amit Bansal

Hey there! If you’re like me, keeping track of important dates like birthdays and anniversaries can sometimes feel like a juggling act.

Between work meetings, personal appointments, and those special dates that just can’t be missed, our calendars are our lifelines.

Microsoft Outlook is also a great platform to remind you of an upcoming birthday or anniversary event, you have already learned to add reminders in Outlook of major events, or even you can add inbuild or customized holidays in the Outlook calendar.

That’s why I’m super excited to share some simple steps on how to add birthdays and anniversaries to your Outlook calendar.

How To Add Birthdays to Calendar in Outlook?

Outlook automatically generates Birthday reminders for the contacts I create with Birthday information. Once you create a contact in Outlook, the detail form consists of birthday input.

Adding Birthdays and Anniversaries

Managing significant dates like birthdays and anniversaries in Outlook is efficient and helps you stay connected with others.

Let’s explore how to include these dates in your Outlook calendar so you never miss an important occasion.

Manually Adding Birthdays to Your Calendar

To add a birthday manually, open your Outlook calendar and select the desired date.

Click on New Appointment or New Event.

Enter the person’s name and the word “birthday” in the subject line, set the time for an all-day event, and if desired, set a reminder.

After entering the details, save and close the event to add it to your calendar.

Importing Birthdays from Contacts

Your Outlook contacts can be a source to automate birthday entries.

For each contact, you can add a birthday by editing the contact details. After entering the date in the appropriate field and saving it, the birthday will appear on your calendar automatically.

When you add birthday information to a contact’s details, it’s automatically included in your primary calendar. This ensures you don’t miss these important dates.

  • Open Outlook >> Click on the contact tab from the bottom of the screen.
  • Click on New Contact from the top left corner of the screen.
  • Contact form appears >> Click on details from the show section.
How To Add Birthdays To Calendar In Outlook

Select the date in the Birthday/Anniversary section.

After adding birthday/Anniversary information to the contact, it will create a recurrence of birthday/anniversary appointments in the Outlook calendar automatically for every year.

Using Excel to Add Multiple Events

For adding several birthdays or anniversaries at once, use Excel to create a list and import it into Outlook.

List each event with the relevant date and time, then follow Outlook’s import function to add them to your calendar.

Ensure the Excel file is formatted correctly to match Outlook’s import criteria.

Creating Recurring Events for Anniversaries/Birthdays

To acknowledge anniversaries yearly, set them as recurring events. When creating an anniversary or Birthday event, select Recurrence and choose the annual frequency.

This ensures that the anniversary is highlighted in your calendar every year on the same day, saving you the hassle of manual entry for subsequent years.

Customizing Calendar Views

You can enhance your Outlook calendar by tailoring it specifically for birthdays and anniversaries. A customized view ensures you won’t miss any important dates.

Switching to List View for Birthdays

To concentrate on upcoming birthdays, switching your calendar to List View can be beneficial.

In Outlook, navigate to the View tab and select Change View, then choose List.

This presents all your birthday events in an easy-to-scan list, making it simple to see who has an upcoming celebration.

Creating a Birthday Calendar

For an organized approach, consider creating a birthday calendar in Outlook. This separates birthday reminders from your regular appointments.

To create a birthday calendar, go to the Outlook navigation pane, click ‘Add Calendar‘, and select ‘Birthdays‘.

Enter the relevant details for each contact to populate the calendar automatically.

Setting Up a Birthday Countdown

A birthday countdown adds anticipation to upcoming events. Although Outlook doesn’t have a built-in countdown feature, you can set up reminders for birthdays.

Go to the Details of a birthday event and set a reminder for a few days ahead of the actual date. This way, you’ll always know how soon a birthday is approaching.

Using Monthly Calendars to Track Anniversaries

To keep track of anniversaries, monthly calendars offer a broad view of the milestones in each month.

Add a new all-day event on the specific anniversary date and set it to repeat yearly.

Choose a distinctive color to highlight all anniversaries, making them stand out from other calendar events.

Setting Reminders in Outlook

By default, Reminders in Outlook are designed to remind for the entire day with an interval of 15 minutes, you can change the “Remind Beforehand” time according to your convenience.

Open Calendar >> press CTRL+G to jump to a specific date in your calendar. Enter the date of the birthday or anniversary you want to change.

Double-click on the event to open the recurring window and series, in the options section,

Set reminder in recurring event
save and close icon

You can change the reminder time using a drop-down list up to two weeks before the event also select the sound key to select the sound accordingly.

In the Actions group, click Save & Close, this process modifies your notification pattern for this specific birthday.

Does Outlook Calendar Calculate Birthday Age?

Yes, it is! but the question is how?

Once you add a birthday to your contact, it will create a recurring birthday appointment in the Outlook calendar automatically for every year.

You will get a reminder every year on the same year, and every year the age of the person added by one, you can customize VBA to figure out the contact’s age and show the age of the relative recurring appointments in Outlook.

Sounds interesting:

  • Open Outlook Calendar >> Press Alt F11 keys to open the Microsoft Visual Basic
  • Click Insert >Module
Is Outlook Calendar Calculate Birthday Age
Option Explicit Public Sub UpdateAges() Dim xOlApp As Outlook.Application Dim xOlFolder As Outlook.Folder Dim xOlItems As Outlook.Items Dim xAppointmentItem As AppointmentItem Dim xAge As Integer Dim xOlProp As Outlook.UserProperty Set xOlApp = Outlook.Application Set xOlFolder = Session.GetDefaultFolder(olFolderCalendar) Set xOlItems = xOlFolder.Items For Each xAppointmentItem In xOlItems If (InStr(1, xAppointmentItem.Subject, “Birthday”) Or InStr(1, xAppointmentItem.Subject, “Anniversary”)) And xAppointmentItem.IsRecurring = True Then With xAppointmentItem If xAppointmentItem.UserProperties(“Original Subject”) Is Nothing Then Set xOlProp = xAppointmentItem.UserProperties.Add(“Original Subject”, olText, True) xOlProp.Value = .Subject .Save End If xAge = DateDiff(“yyyy”, .Start, Date) .Subject = .UserProperties(“Original Subject”) & ” (” & xAge & ” in ” & Format(Date, “yyyy”) & “)” .Save End With End If Next Set xAppointmentItem = Nothing Set xOlItems = Nothing Set xOlFolder = Nothing Set xOlApp = Nothing End Sub
  • Press the F5 key to run the code or click the Run button.

Your calendar reveals the contact age on that date.

Outlook birthday VBA Code

How To Remove Birthday Calendar from Outlook?

Having multiple accounts in Outlook brings multiple calendars, along with a separate Birthday calendar, a lot of users don’t like the extra calendar, especially when they already have the birthdates on their default calendar.

  • Open the Calendar from which birthday items you want to remove.
  • Type “Birthday” in the search bar above the screen.
  • A list of birthdays registered in Outlook appears, select all using Ctrl + A.
  • Press the Delete key to delete all birthday calendar items permanently.
How To Remove Birthday Calendar From Outlook

Frequently Asked Questions (FAQs)

In Outlook, managing birthday and anniversary reminders helps you stay connected with your contacts.

Below, find answers to common questions on adding such personal events to your calendar efficiently.

What steps are needed to add a birthday to someone’s contact details in Outlook?

To add a birthday to a contact in Outlook, navigate to People, find the contact, and select Edit.

At the contact page’s bottom, choose ‘Add more’ then ‘Other’ and ‘Birthday’ to enter the date and hit Save. For complete instructions, you can visit Add a Birthday Calendar on Outlook.com.

How can I import multiple birthdays into my Outlook calendar at once?

You can import multiple birthdays by creating a CSV file with your contacts’ birthdays and then using the Outlook import feature to add them to your calendar.

This allows batch processing of event entries simultaneously.

What is the process for deleting a birthday calendar from Outlook?

To delete a birthday calendar from Outlook, go to your calendar view, right-click on the birthday calendar in the navigation pane, and select ‘Delete Calendar’.

Confirm the deletion prompt to remove the calendar and its contents.

Can I remove the automated birthday calendar from my Office 365 Outlook account, and if so, how?

Yes, you can remove the automated birthday calendar. In Office 365 Outlook, go to the Calendar view, find the birthday calendar under ‘My calendars’, right-click it, and choose ‘Delete’.

This will stop automatic birthday reminders from populating your calendar.

How do I share a birthday calendar with my colleagues using Outlook or Microsoft Teams?

To share a birthday calendar, open the calendar in Outlook, click ‘Share’ at the top of the page, and enter the email addresses of your colleagues.

Choose the permission level and send the invitation. Your colleagues can view shared calendars in Outlook or Teams once they accept the invitation.

What method should I use to add anniversaries to my Outlook calendar on iOS devices?

On iOS devices, use the Outlook mobile app to add anniversaries. Simply create a new event in the calendar, set it as an anniversary, input the details, and save.

Set the event to recur annually to ensure it reminds you every year.

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Amit Bansal

Hello, my name is Amit Kumar Bansal, and I am the founder of MailSmartly.com. Through this blog, I focus on Microsoft Outlook, offering insightful and informative content. Additionally, I produce educational videos on YouTube to further enhance the understanding of my audience. visit my YouTube Channel

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