Scheduling an Appointment in Outlook
Use appointments to schedule events that only you are required
- From the toolbar chooseNew ...Appointment.
- In the Appointment windo, on the To... line type in the name or names of the invitees.
- In the Subject box, type a brief description of the appointment.
- In the Location box, type the place where the appointment
- In the Start Time and End Time boxes, type the
time that the appointment starts and ends.
- Type any comments in the Comment box, such as a list of necessary
materials to take to the meeting.
- Click Send.
Modifying an Existing Appointment
If information about an appointment has changed since it was created,
you can modify the appointment. However, you cannot modify an appointment
created by someone else.
- Open the appointment by clicking the underlined portion of the
appointment in the schedule area.
- To change the subject, type new text in the Subject box.
- Change the time of the appointment by typing new entries in
the Start Time and End Time boxes.
- Click Save and Close.
Verify Attendees Addresses
- To verify the names of the recipients in the To box, click
the Check Names button.
- If the address for all recipients are resolved, click
- If the name cannot be resolved, select one of the suggested
matches, and click Accept These Choices. If no matches
are available, you can choose to ignore or delete a recipient.
In the picture below, after the Check Names icon was selected,
one of the names (Smithj) was not found. The user now
has to either ignore or delete the "unfound" recipient,
prior to clicking Accept these Choices. (See below.)
Adding an Event to Your Schedule
An event does not occupy blocks of time in the calendar,
instead it appears in a banner. An event is an activity that lasts
24 hours or longer. You can use the calendar to keep track of important
events, such as birthdays, conferences, holidays, etc.
- In the Compose New box, choose Appointment.
- In the Location box, type the place where the event occurs.
Ex. Valentines Day
- Optionally, select the All-Day Event box.
- Type any comments in the Comment box.
- Click Save
The banner appears under the Calendar Date.
In the example, the all-day event is Labor Day
Make an Appointment, Event, or Meeting Recurring
When first creating the appointment, event, or meeting
click on the recurrence tab.
Click the frequency (Daily, Weekly,
Monthly, Yearly) at which you want the appointment to recur, then
select options for the frequency.
In the Appointment Recurrence window, click on the Recurrence Pattern and the Range of Recurrence.
Change a Recurrence Interval
(Appointment, Meeting, or Event)
- Open the Calendar Item by clicking on the underlined
portion of the appointment, meeting, or event.
- Click the Recurrence tab.
- Click Daily, Weekly, Monthly, or Yearly
as the recurrence pattern, and then select options for the frequency.
- Click Send.
Use the Schedule Meeting feature to invite
people and schedule resources for an activity at a specific time.
- Click Compose New.
- In the To box, type the names of the people you would like to have attend.
- In the Subject box, type the meetings topic.
- In the Location box, type the place where the meeting is to be held.
- In the Start Time and End Time boxes, type when
the meeting begins and ends.
Note: Attendees names are separated by a semi-colon.
Prior to sending a meeting request, it is important
to check on attendee availability to make sure you are not scheduling
over another meeting, appointment, or event.
- Click on the Scheduling Tab in the Meeting setup window.
- Click on the Attendee's Name to see availability displayed on the chart.
- If you need to change the time based on attendee availability,
do so at this time, otherwise click Send.
Note: Each attendee is sent a meeting request. The new Meeting Request appears on the schedule.The attendee can choose to do one of the following: Accept, Tentative, or Decline.