If you follow our blog or have read any of our “best of…” articles, then you know where this is going.

The answer is, you guessed it, it depends.

To try to make a decision on the best calendar software for you, you’ll need to consider your own needs, goals, and uses. What do you primarily rely on email for? How much do privacy and security concerns matter to you? Are there advanced features that you like? And which programs do you need your email platform to integrate with?

We are breaking down some of the absolute best calendar programs out there across a wide range of important categories. You’ll get our honest opinion on which calendar software will work best for your unique needs.

Key Factors to Consider for the Best Calendar Program

User Interface and Ease of Use

Winner - Google Calendar is widely regarded as user-friendly with a clean and intuitive interface. It offers easy event creation, drag-and-drop functionality, and seamless integration with other Google services. Here are a few other reasons that are mentioned by online reviews in particular:

• Simple and user-friendly design: Google Calendar has a powerful interface that makes it easy for users to navigate and understand. The layout is uncluttered, and the menu options are well-organized, allowing for effortless event creation, editing, and management.
• Familiarity and accessibility: As Google Calendar is widely used, many people are already familiar with its design and functionality. This makes it easy for new users to quickly get up to speed and start using the calendar without a steep learning curve. Additionally, Google Calendar is accessible on various platforms, including web browsers, mobile devices (Android and iOS), and desktop applications.
• Seamless integration: Google Calendar seamlessly integrates with other Google services, such as Gmail, Google Drive, and Google Meet. This integration allows for easy scheduling of events based on email conversations, attachment of relevant documents to events, and direct access to video meetings. The cohesive integration with other Google tools naturally makes you more productive and saves time.
• Smart features and notifications: Google Calendar offers several smart features that enhance the user experience. Users enjoy functionality like natural language event entry, where they can type event details in plain language and the calendar automatically detects and schedules it accordingly. It also provides customizable notifications for upcoming events, reminders, and event updates, ensuring users stay organized and on top of their schedule.
• Collaboration and sharing: Google Calendar enables seamless collaboration and sharing with others. Users can easily invite participants to events, share calendars with team members, and set permissions for viewing and editing. This makes it convenient for teams to coordinate schedules, plan meetings, and stay updated on each other's availability.

Overall, Google Calendar's ease of use and user-friendly interface make it a top choice for individuals and businesses seeking a simple yet powerful calendar solution that enhances productivity and organization. You can also learn more about using Google Calendar in a browser on our blog.

Related Post: How to Organize Your Digital Calendars

Core Features

Winner - Outlook Calendar provides a comprehensive set of core features, including event scheduling, reminders, recurring events, and the ability to share calendars with others. It integrates well with the overall Outlook suite of productivity tools. Here are some of the features that come standard with Outlook Calendar.

• Easy scheduling: Outlook Calendar offers a user-friendly interface that makes it simple to schedule appointments, meetings, and events. You can quickly add details, set reminders, and invite attendees, and editing events is quick and painless.
• Integration with email: Outlook Calendar seamlessly integrates with Outlook email, allowing you to view and respond to meeting requests directly from your inbox. Many professionals find the coordination between email and calendar activities invaluable.
• Shared calendars: Outlook Calendar allows you to create and share calendars with colleagues, friends, or family members. This is a huge time-saver for people who schedule meetings with multiple participants.
• Calendar views: Outlook Calendar offers your choice of views, such as day, week, month, or daily agenda views. These different options help you visualize your schedule and plan your time effectively.
• Mobile accessibility: Outlook Calendar is available as a mobile app for iOS and Android devices. This allows you to access your calendar on the go, view and edit appointments, and receive notifications.
• Reminder notifications: Outlook Calendar provides customizable reminder notifications to ensure you don't miss important appointments or deadlines. You can set reminders for events, meetings, or tasks, and choose how and when you want to be notified.
• Integration with other tools: Outlook Calendar integrates with other Microsoft tools, such as Microsoft Teams and OneNote, providing a seamless experience across different productivity applications.
• Time zone support: If you frequently work with colleagues or clients in different time zones, Outlook Calendar automatically adjusts the event times based on the time zone settings. This makes it much easier to schedule and coordinate across different regions.

Outlook has been around a long time and is considered the standard calendar option in many workplaces. These features make it a big help in the office, and the ability to integrate with other Microsoft products is key.

Performance and Speed

Winner - Any.do Calendar is known for its fast and responsive performance. It offers a minimalist interface that focuses on speed and efficiency, making it ideal for users who prioritize quick and seamless calendar management. Here are some of the core features that make Any.do Calendar stand out:

• Smart scheduling: Any.do Calendar utilizes artificial intelligence to help with scheduling. It analyzes your schedule, availability, and priorities to find the best times for meetings and events. This is really helpful for optimizing your time and reducing conflicts.
• Task integration: Any.do Calendar seamlessly integrates with the Any.do task management app. This integration allows you to view and manage your tasks alongside your calendar events, providing a complete view of your commitments and enabling better planning.
• Collaborative planning: Any.do Calendar enables easy collaboration with colleagues, friends, or family members. You can share calendars, invite others to events, and coordinate schedules efficiently. Real-time updates ensure everyone stays informed.
• Location-based reminders: Any.do Calendar offers location-based reminders. You can set reminders to trigger when you arrive or leave a specific location, helping you stay on top of tasks or events that are location-dependent.
• Customizable views: Any.do Calendar provides the option to tailor your views, allowing you to personalize how you see your schedule. You can choose from various calendar layouts, including day, week, month, and agenda views, to suit your needs.
• Natural language input: Any.do Calendar supports natural language input, meaning you can add events or tasks using simple phrases or sentences. This feature saves a lot of time and makes scheduling quick and easy.
• Cross-platform sync: Any.do Calendar syncs seamlessly across multiple devices and platforms. Whether you're using it on your smartphone, tablet, or computer, your calendar remains up to date and accessible from anywhere.
• Integration with productivity tools: Any.do Calendar integrates with other popular productivity platforms like Google Tasks, Google Drive, and Slack. This integration allows you to streamline your workflow and centralize your productivity tools.
• Intuitive design: Any.do Calendar is known for its clean and simple design. The interface is visually appealing and easy to navigate, enhancing the overall user experience.

While there are plenty of calendar options that are user-friendly and get great reviews, we like Any.do because of the features mentioned. That being said, most calendar software platforms have made improvements in recent years, and you can expect increased speed and better performance from a lot of calendar options these days.

Other Considerations in Choosing a Calendar Software

Advanced Features

Winner - Apple Calendar (formerly known as iCal) offers advanced features such as natural language event entry, travel time estimation, calendar sharing, and integration with Siri on Apple devices. It also supports features like event attachments and smart suggestions.

Syncing and Integration Capabilities

Winner - Microsoft Outlook Calendar is highly regarded for its robust syncing and integration capabilities across various platforms and devices. It seamlessly integrates with other Microsoft tools like Exchange, Microsoft Teams, and Office 365.

Related Post: Google Calendar Hacks for Maximum Productivity

Customization and Flexibility

Winner - Zoho Calendar provides a high level of customization and flexibility, allowing users to personalize their calendar views, color code events, and create custom event reminders. It also offers integration with other Zoho productivity apps.

Security and Privacy Features

Winner - ProtonCalendar is known for its strong security and privacy features. It features end-to-end encryption to protect user data and provides options for self-destructing event invitations. It is developed by ProtonMail, a renowned provider of secure email services.

Best Calendar Software by Role

So much of the value of an online calendar program comes down to how you’ll actually use it. Do you want to integrate with your entire family calendar to better manage the household? Or do you need an email with advanced security features for sending confidential data? What you plan to do with your email will dictate which is the best calendaring software for you.

Here are a few of the most common roles people have, along with the recommended calendar software options and the reasons why we find them suitable.

Manager

Outlook Calendar is an excellent choice for managers due to its comprehensive features and integration with other Microsoft tools like emails, tasks, and contacts. It offers seamless scheduling, meeting management, and the ability to share calendars with team members. The integration with Microsoft Teams also allows for highly efficient collaboration and communication.

Developer

Google Calendar is a popular choice for developers due to its ease of use, simplicity, and integration with other Google services like Gmail and Google Drive. Developers can easily create and manage events, set reminders, and collaborate with team members. It also supports integration with important third-party tools commonly used by developers.

Small Business Owner

A small business owner may encompass all of the other roles listed, so it’s a bit hard to pin down. A lot will depend on your industry, interaction with staff, and collaboration needs. Generally speaking, though, Zoho Calendar is an ideal choice for small business owners as it offers a wide range of features for managing appointments, meetings, and events. It provides customization options, team sharing capabilities, and integration with other Zoho productivity apps like CRM. Zoho Calendar also offers a free plan with essential features, making it budget-friendly for small businesses.

Professional

Again, there are all kinds of “professionals” who use email in one hundred different ways every day. If we wanted to pin down one “best calendar software” for busy workers, we would probably look to Outlook (as mentioned above) or Apple Calendar (iCal). Typically, it’s a great option for professionals due to its seamless integration with Apple devices, including iPhones, iPads, and Macs. It offers advanced features like natural language event entry, travel time estimation, and Siri integration. Apple Calendar also syncs with other Apple apps like Contacts and Maps, providing a cohesive user experience, especially for anyone using an iOS system.

User with Multiple Profiles

There are a few different calendar platforms designed to support multiple profiles. Our favorite is Outlook Calendar because it's well-suited for users with multiple profiles, allowing for easy management of multiple calendars within a single interface. Users can create separate calendars for personal and professional use, color-code them, and toggle visibility as needed. The ability to overlay multiple calendars simplifies scheduling and ensures efficient organization.

Personal or Household Use

There are quite a few options for household calendars. Most of the calendar programs we mentioned so far can also be used in a multi-person or collaborative capacity. However, there is one platform designed specifically for family organization. Cozi is an excellent choice for families or households with multiple members. It allows users to create and share color-coded calendars, set reminders, and create to-do lists. Cozi also offers additional features like meal planning, shopping lists, and family journaling.

Of course, we’ll give the usual caveat: These recommendations are based on the features, integration capabilities, and user experience provided by each calendar software. Your individual preferences and specific requirements matter most when choosing the best fit for your particular role. For more insights on all things app or browser-related, make sure to follow our blog.

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