The quickest way to make a calendar in Word is a template: go to File > New, search for calendar, pick a design and click Create. In Word for the web, use File > New > Browse templates > Explore all templates and choose Calendars. For a simple month grid of your own, insert a table with seven columns.
A printed content calendar on the office wall, a monthly planner for a client, a schedule of classes for your customers: Word can produce all of them without you drawing a single line. Microsoft's ready-made calendar templates do most of the work, and a plain table covers anything they don't.
Starting from a calendar template in Word
- Open Word and go to File > New.
- Look through the templates for a calendar, or type calendar into the template search box.
- Click a design you like. A larger preview opens.
- Click Create. A new document opens, ready to edit.
Microsoft says calendars are among the free templates available from File > New, alongside things like letters, brochures and newsletters. If you'd like a wider choice, Microsoft also points to its template site at create.microsoft.com.
Using Word for the web
If you work in a browser, the steps are slightly different:
- Open Word for the web and select File.
- Select New > Browse templates.
- Below the thumbnails, select Explore all templates.
- Type Calendars in the Search box, or choose Calendars from Popular categories.
- Pick a template. It opens in Word for the web, ready to edit.
One handy detail from Microsoft's guide: in Word for the web there's no need to save before you print or share, because it's already saved for you.
Template or table: which to choose
| Approach | Best for | Watch out for |
|---|---|---|
| Calendar template | A polished, printable calendar in minutes | You'll need to swap placeholder pictures and text |
| Your own table | A simple month grid or a content plan | You set out the dates yourself |
| Word for the web template | Sharing a live calendar link with others | Printing goes via a PDF if the dialog doesn't appear |
Building a simple month grid with a table
Sometimes a template's more than you need. For a quick content or staff calendar, a table does the job:
- Type the month as a heading at the top of the page.
- Go to Insert > Table and move across the grid to highlight seven columns and as many rows as you need.
- If you'd like to set exact sizes, use Insert > Table > Insert Table instead.
- Type the days of the week across the top row.
- Add the date numbers in the corner of each cell, then type your events below them.
For a content calendar, I like to add a narrow column on the right for notes, or a row at the bottom for the month's goals. Keep the cells big enough to write in by hand if you'll print it, and use a clear, readable font rather than anything decorative. Bold the weekends or shade them lightly so the working days stand out at a glance.
Microsoft also offers Draw Table on the same menu if you'd rather sketch an unusual layout by hand.
Making a template your own
Templates come with placeholder text and often placeholder photos. Microsoft suggests swapping the pictures for ones that work for you: delete the ones you don't want and insert your own. For a business calendar, I'd use your own product or team photos and your brand colours. A calendar you give to customers is a little marketing piece that sits on their desk all month.
The catch with template dates
Here's what to check before you print fifty copies. Templates are designed for a particular layout, and the dates in a downloaded calendar may be set up for a specific year. Check that the days of the week line up with the real dates for the months you need. If they don't, look for a different template or adjust the dates yourself. It's a five-minute check that saves an embarrassing reprint.
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Printing and sharing your calendar
- Print: press Ctrl+P. In Word for the web, if no Print dialog appears, Microsoft says to open the PDF version of your calendar and print from there.
- Share online: in Word for the web, select Share > Share, set permissions, add names or email addresses and select Send, or choose Copy Link to paste it elsewhere.
For a team calendar that changes often, sharing a link is better than emailing copies. Everyone sees the latest version, and there's no wondering which file is current.
Ideas for business calendars
- A monthly content calendar for blog posts, newsletters and social media.
- A class or event timetable to hand out to customers.
- A holiday rota for a small team.
- A branded giveaway calendar for clients at the end of the year.
My verdict
Start with a template unless you need something very plain, in which case a seven-column table is faster than fighting a design. Check the dates before printing, swap in your own photos, and share a link rather than a file if other people need to keep it updated. If your team plans in Google Docs, here's how to make a calendar in Google Docs, and for printing name tags for that event, see my guide to making labels in Google Docs.
Frequently asked questions
Does Word have calendar templates?
Yes. Microsoft lists calendars among the free templates available from File, New.
How do I find calendar templates in Word for the web?
Select File, New, Browse templates, then Explore all templates and search for Calendars.
How do I make a calendar in Word without a template?
Insert a table with seven columns, one per day, and add a row for each week of the month.
How do I print a calendar from Word for the web?
Press Ctrl+P. If no Print dialog appears, open the PDF version and print from there.
Can I share a Word calendar with my team?
Yes. In Word for the web, select Share, Share, then send it or copy a link.
