Create or schedule an appointment

Appointments are activities that you schedule in your calendar that do not involve inviting other people or reserving resources. You can turn an appointment into a meeting by adding attendees. 

Create an appointment

  1. From your Calendar folder, select New Appointment or click Ctrl+N. From any other folder, click Ctrl+Shift+A.

  2. Enter a subject, location, start time, and end time. 

  3. Select Save & Close to save your appointment.

Note: By default, Outlook starts and ends appointments on the hour or the half hour. If you'd like to enter a custom time, for example 12:22 p.m., click in the start or end time fields and type in the exact time you need.

  1. Select New Appointment. Alternately, you can right-click a time block in your calendar grid and click New Appointment, double-click any blank area of the Calendar, or use the keyboard shortcut Ctrl+Shift+A.

    New appointment command on the ribbon

  2. In the Subject box, enter a description.

  3. In the Location box, enter the location.

  4. Enter the start and end times.

    Tip: You can type specific words and phrases in the Start time and End time boxes instead of dates. For example, you can type Today, Tomorrow, New Year’s Day, Two Weeks from Tomorrow, Three days before New Year's Day, and most holiday names.

  5. To show others your availability during this time, in the Options group, select the Show As box and then select Free, Working Elsewhere, Tentative, Busy or Out of Office from the drop-down.

  6. To make the appointment recurring, in the Options group, select Recurrence Button image . Select the frequency (Daily, Weekly, Monthly, Yearly) that the appointment recurs, and then select options for the frequency. Click OK.

    Note: Adding a recurrence to an appointment changes the Appointment tab to say Appointment Series.

  7. By default, a reminder appears 15 minutes before the appointment start time. To change when the reminder appears, in the Options group, select the Reminder box arrow and then select the new reminder time. To turn the reminder off, select None.

  8. Select Save & Close.

Tip: If you want to change an appointment to a meeting, select Invite Attendees from the Attendees group in the ribbon.

  1. Double-click an appointment to open it. You can change any of the appointment's information. 

  2. Select Save & Close to save your changes.

Note: If you open a recurring appointment, you'll have the choice to open the entire series or a single occurrence. If you select just this one, any changes you make won't apply to the rest of the appointments in the series. 

Tip: You can also drag the appointment to a different date without opening it. 

  1. Open the appointment that you want to set to recur.

  2. In the Options group, select Recurrence Button image .

  3. Click the frequency — Daily, Weekly, Monthly, Yearly — that you want the appointment to recur, and then select the options for the frequency. For example, to create an appointment that happens every 30 days, select Daily and enter 30 in the Every [ ] days field.

  4. Select Save & Close.

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