Manage meetings

Schedule appointments

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Schedule an appointment to let other Outlook users know when you're free, busy, tentatively busy, or out of office.

Create an appointment

  1. Select Calendar Calendar .

  2. Select Home > New Appointment New Appointment .

  3. Add a Subject and Location .

  4. Select a Start time and End time.

    Check the All day event box for a 24-hour event (12:00 AM-12:00 AM), for example, if you're on vacation or out of the office.

  5. In the Body, include notes about the appointment if you want.

  6. On the Appointment tab, set the Time Zone Time Zone and add a Reminder Remainder if you want.

  7. Set Show As Show As to Free, Working Elsewhere, Tentative, Busy, or Out of Office to show others your availability.

  8. If this is a recurring appointment, select Recurrence.

  9. Set an Appointment time, Recurrence pattern (Daily, Weekly, Monthly, Yearly), and Range of recurrence, and then select OK.

  10. Select Save & Close Save&Close .

Change an appointment

  1. Double-click the appointment to open it.

  2. If it is a recurring appointment, select if you want to open Just this one or The entire series, and then select OK.

  3. Make the changes you want.

  4. Select Save & Close Save&Close .

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Schedule an appointment

Change an appointment, meeting, or event

The difference between an appointment and a meeting, is that an appointment typically only includes yourself, whereas a meeting involves details about other people in your organization that need to be there.

To create a New Appointment, click New Appointment in the top left-hand side of the screen from the Home ribbon tab in the Calendar.

You can give your appointment a Subject.

This is what's going to be seen in the calendar screen area.

You can give your appointment a Location, though you certainly don't have to.

In this case, it's a coffee networking event that's held at the local coffee shop.

Now let's choose the Start Date and time of our event. I can click the calendar icon, choose a Date and time.

And I can navigate through the months by clicking these black triangles.

I'll create one on Monday, November 16th.

I can also choose a time. I'll click the black arrow next to the time, and I can choose an appropriate time slot for the appointment to start.

I can also choose an Endtime also.

If this appointment does not have a particular end time, I can mark it as an All day event.

This is something that's going to be happening all day, however it doesn't contain a start time or an end time.

I can also click into the body of the appointment.

I can include some notes about this if I want to, though again I certainly don't have to.

Though this is a personal event, it contains other attendees from other locations, so I'll just include that here.

There's a few more things I can do.

I can also include a Time Zone.

This is useful if I travel a lot and I need to make sure I know what time zone my event is happening in.

I can choose to set a Reminder on this event.

It defaults to 15 minutes, though I can certainly turn it off if I want to by selecting none.

I can choose how I want to show my time.

If I show my time as busy, this is going to mean that other people cannot schedule me for meetings while I'm at this event. Finally, I can make it a recurring event.

This coffee networking event happens every Monday at 8:30 in the morning. So I'll click Recurrence, and now I can choose the pattern.

It always starts at 8:30 in the morning, the duration is half an hour, and I need to choose the pattern. It occurs Weekly, EveryMonday.

I can even have it occur twice a week by selecting Monday and Wednesday, or I can have it occur every other week by putting a two in the recur field.

There's a lot of flexibility here. Finally, I have to choose the range of the occurrence.

I know it starts on the 16th, but I can choose the Enddate.

If it Ends on a particular date, I can select End by, and put that date here.

If it ends after a certain amount of recurrences, I can put the amount of occurrence that have to occur.

This is really useful if you're taking a six-week course and you need to put that reminder in your calendar.

I'll click the blue okay button.

When I'm all done, I'll click Save and Close, and my appointment's been created.

I can see that's recurring because it has the two circular arrows here.

To edit this event, I can double-click on the event, and I'll be prompted which one I want to open. I can open the entire series.

Maybe the time is changing for all events, or the location, or just this one.

For now I'll click just this one, because I want to add a different attendee who's going to be here this week also.

I'll click Save & Close, and I've made my change.

So that's how you can create an appointment.

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