Manage calendars & meetings on a Mac

Schedule appointments on a Mac

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Schedule appointments to let others know when you're free, busy, tentative, or out of office.

Create an appointment

  1. Select CalendarHome > Appointment.

  2. Add a Subject.

  3. Add a Location.

  4. Set the Start time, End time and Duration.

  5. In the message body, type an appropriate message.

  6. In Show As, choose a status for the meeting: Free, Tentative, Busy, or Out of Office.

  7. Select Reminder to set a reminder for the event.

  8. Select Time Zone to set your time zone.

  9. Select Categorize to categorize your appointment.

  10. Select Private to protect the event from others.

  11. Select Recurrence to repeat the event periodically: Once only, Every Monday, Day 20 of Every Month, Every July 20, Every day, or Custom.

  12. Under Repeats, choose Daily, Weekly, Monthly or Yearly to set recurrence.

  13. Under Every, enter the number of weeks that should elapse before the appointment repeats, and then select the Day of the appointment.

  14. Select OK > Save & Close.

Change an appointment

  1. Double-click the appointment. If the appointment has an arrow icon, it is a recurring event. Recuring

  2. Select Save & Close.

Change the series of event

  1. Select Calendar.

  2. Double-click the appointment.

  3. Select Appointment > Edit Series > Save & Close.

Create an all-day event

  1. Select CalendarHome > Appointment.

  2. Add a Subject.

  3. Select the checkbox labeled All day event.

  4. Set Free in Show As.

  5. Select Save & Close.

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Create a meeting or appointment in Outlook 2016 for Mac

An appointment in the Outlook calendar is a block of time that applies only to me.

Unlike a meeting, which involves more people, an appointment is a single item, such as a dentist appointment.

Let's dive right in and make an appointment and we'll put a reminder on it.

To make an Appointment in your calendar, click Appointment from the Home ribbon tool bar.

I'm going to create a Subject.

I can put in a Location if I want to.

I can put in a Start Time by clicking the calendar and I can choose the duration of the event.

I can put my cursor in the body and add some text to it. I can also format the text.

If I highlight the text and click the Format tool bar, I can change the font, style, size, and color and I can even make it numbered, or bulleted.

I can also Insert a picture directly into the calendar appointment.

I can choose how I want to show my time on my calendar.

I can show it as Free, Tentative, Busy, or Out of the office.

Depending on how I show this on my calendar, other people can book appointments for when I'm free and busy.

If they're looking up my schedule, they won't be able to book me if I'm marked as busy on my calendar.

I can choose to set a reminder for this event. I'll choose 15 minutes, as the event is close by.

I can also choose the time zone that the event is in.

If I click Time Zone, I'll get a new field on my calendar appointment, and I can specify what time zone it's in.

I can categorize the event and finally, I can mark it as private so anybody who as access to my calendar still won't be able to see this event.

This is a networking event at a coffee house. This is going to occur every Monday, so I'm going to click the Recurrence button.

I can choose how often I want it to happen.

Is it going to happen on day 20 of every month, every July 20th, every day, or I can choose a custom event.

I can occur how often it repeats, such as Daily, Weekly, Monthly, or Yearly.

How many weeks it happens, for example, does it happen every two weeks on Monday? When it starts, when it ends, for example, I can specify no end date to have it be perpetually on my calendar every Monday.

I can have it occur after a certain amount of recurrences.

I can also have it end by a certain date.

I'm gonna choose none for this event.

It always starts and ends at the same time and it has the same duration.

I'll click OK, and I can see that my event occurs every Monday.

When I'm all done, I'll click Save & Close and now I'm gonna click on July 20th on my calendar and we can make sure that it's there.

The arrow with the circle icon means that it's a recurring event.

If I want to change the event, I can either double click on it to edit just one event in the series.

For example, I can change this every week according to who's attending or I can edit the series, for example, if we change the time or the location.

To edit the series, I can go into the calendar event and select Edit series.

This is going to change every occurrence. I'll click Save & Close and my event's been changed.

Let's create one more appointment. Let's create an all-day event. Sometimes you have appointments that occur and it's something you want to be notified that's going to happen on a certain day but you don't want to necessarily have it affect your scheduling.

I'll click New Appointment.

I'll create my subject and now I'm gonna select All day event.

If I select all day event, I can't choose the time range but I can choose the date.

This supervisor is coming on site all day on the 17th.

I'm gonna show my time as free because this is just so I know what's going on and I don't want it to affect my busy time.

I don't want people to be afraid to book me for a meeting because this is occurring.

I'll click Save & Close and let's look and see how that shows up on the calendar.

You can see that my all day event has shown up at the top of the calendar.

It's not necessarily in a particular time slot.

I also get a reminder on this event so I know it's coming.

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