Create a meeting or appointment in Outlook 2016 for Mac

In Outlook, a meeting is an event that includes other people and can include resources, such as conference rooms. To schedule a meeting in Outlook, you create a meeting invitation that you send to people. Responses to your meeting invitations appear in your Inbox.

An appointment in Outlook is an event that does not involve inviting other people or reserving resources.

Create a meeting

  1. At the bottom of the navigation pane, click Calendar.

    Click Calendar

  2. On the Home tab, click Meeting.

    The Meeting option is highlighted on the Home tab.

    Tip: You can also double-click a time period in the day, week, or month view. The date and time of your selection are automatically entered in a new appointment window. Then, to convert the appointment to a meeting, on the Appointment tab, click Invite.

  3. To send the invitation from an account that isn't your default account, click an account on the From pop-up menu above the To box.

  4. In the To box, enter the names of people or resources to include for the meeting.

  5. In the Subject box, enter a description of the meeting.

  6. If you know the meeting room information, type it n the Location box; otherwise, click the Room Finder button in the ribbon. (See Find a conference room for more information about Room Finder.)

    Outlook ribbon with Room Finder button highlighted

  7. Enter the details about the event, and then do any of the following:

    To

    Do this

    Display the Time zone menu for the event

    On the Organizer Meeting tab, click Time Zones.

    The Time Zones option is highlighted on the Organizer Meeting tab.

    Add attachments to the meeting

    On the Meeting menu, click Attachments, and then click Add.

    Make the meeting a recurring event

    On the Organizer Meeting tab, click Recurrence, and then select a recurrence pattern.

    The Recurrence option is highlighted on the Organizer Meeting tab.

    See whether your invitees are available (Exchange accounts only)

    On the Organizer Meeting tab, click Scheduling.

    The Scheduling icon is shown on the Organizer Meeting tab.

    Clicking the Scheduling button displays the Scheduling Assistant pane at the bottom of the invitation. If you don't see free/busy information in the Scheduling Assistant pane, make sure that your Exchange account is selected on the From pop-up menu at the top of the invitation.

  8. When you complete your invitation, on the Organizer Meeting tab, click Send.

    Send group

    Notes: 

    • By default, new meetings have the Request Responses feature turned on. If you have a Microsoft Exchange account, responses from the attendees are tallied when you open the meeting from the calendar and view the Scheduling Assistant information.

    • If you have a Microsoft Exchange account, the status you select for an event affects how the event appears to other people when they view your calendar. If you don't change the status, Outlook shows you as "Busy" during the event. To select a status such as "Free" or "Out of the office," on the Organizer Meeting tab, click the Show As menu.

Create an appointment

  1. At the bottom of the navigation pane, click Calendar.

    Click Calendar

  2. On the Home tab, click Appointment.

    The Appointment option is highlighted on the Home tab.

    Tip: You can also create an appointment in the calendar by double-clicking a time period in the day, week, or month view. The date and time of your selection are automatically entered in a new event window.

  3. Enter the Subject and Location, and do any of the following:

    To

    Do this

    Display the Time zone menu for the event

    On the Appointment tab, click Time Zones.

    The Time Zones option is highlighted on the Organizer Meeting tab.

    Make the appointment recurring

    On the Appointment tab, click Recurrence, and then select a recurrence pattern.

    The Recurrence option is highlighted on the Organizer Meeting tab.

    Change the appointment into a meeting by inviting other people

    On the Appointment tab, click Invite.

    The Invite icon is shown on the Organizer Meeting tab.

  4. On the Appointment tab, click Save and Close.

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