Create a meeting or appointment

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 the invitees. Responses to your meeting invitations appear in your Inbox.

Appointments in Outlook are events that do not involve inviting other people or reserving resources.

Do any of the following:

Create a meeting

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

  2. On the Home tab, click Meeting.

    Calendar Home tab, group 1

    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.

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

    To search for additional contacts, on the right side of the To box, click Open Contacts Search.

  5. In the Location box, type a description or location.

    Tips   

    • To choose from a list of recently used rooms, click  Recently used rooms on the right side of the Location box.

    • If you have a Microsoft Exchange account, to search for rooms in your organization's directory, on the right side of the Location box, click  Open Contacts Search.

  6. 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 Meeting tab, click Time Zone.

Meeting tab, group 5

Add attachments to the meeting

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

Make the meeting a recurring event

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

Meeting tab, group 5

See whether your invitees are available (Exchange accounts only)

On the Meeting tab, click Scheduling.

Meeting tab, Scheduling

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.

  1. When you complete your invitation, on the 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 Meeting tab, click the Status pop-up menu.

Create an appointment

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

  2. On the Home tab, click Appointment.

    Calendar Home tab, group 1

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

To

Do this

Display the Time zone menu for the event

On the Appointment tab, click Time Zone.

Appointment tab, group 4

Make the appointment recurring

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

Appointment tab, group 4

Change the appointment into a meeting by inviting other people

On the Appointment tab, click Invite.

Appointment tab, Invite

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

    Appointment tab, Save & Close

See also

Update or cancel a meeting

About time zones

Mark a contact or an event as "private"

Applies To: Outlook for Mac 2011



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