Using Outlook to Schedule an Appointment

Using Outlook to Schedule An Appointment

First, Select Calendar from the Folder Pane in Outlook.

Select the date you wish to edit. I selected the 25th of December (highlighted in gold on the calendar – the current date is boxed in red).

Double click in the row, to the right, corresponding to the time your appointment begins. I did so for 9 AM. Enter a Subject and Location, Start Time and End Time. The Reminder box is checked by default and will display, on your computer screen, a reminder 15 minutes before the appointment. You can change this time setting or disable the reminder.

Click Save and Close to save your new appointment.

That was easy, wasn’t it? At 8:45 on the 25th of December there will appear on my computer screen a reminder to rescue Santa from my chimney.

Scheduling a Recurring Appointment I want to put on my calendar a meeting that recurs. Watch how easy this is. I shall schedule my PSYC 1000 class that meets MWF 1-2 PM Spring semester. I navigate my way the date of the first meeting. As you can see, I have already scheduled my morning classes. Later I removed the reminder from the 11 AM entry. I double click on 1 PM and enter the meeting information. Note that I set the reminder to 5 minutes.

Now I click on Recurrence. I indicate that this class meets every week, MWF, ending on the 24th of April. OK, Save and Close, and it is done. Very easy, very cool.

Deleting a Single Occurrence of a Recurring Event Wait a minute, there are some days during Spring semester that we have off – Spring break and MLK day, for example. Now I need to remove the meeting from those particular days and designate them as days I will be out of the office. I open the calendar to the 16th of January

and double click on the 10 AM meeting. I am asked whether I want to open this occurrence or the entire series. I indicate this occurrence, OK. I click the delete icon, X.

I confirm that I want to delete just his occurrence, OK.

It is zapped. I do the same for the other two meetings and then I schedule an all day event, Martin Luther King Day, and indicate I will be out of the office.

Once you have set up your calendar, others can quickly see when you are available and when you are not available – but they cannot see what events are scheduled on your calendar. This makes it very easy for someone to schedule a meeting at a time when most of the members of the group will be available to meet. See my instructional document on this, linked below.

Using Outlook to Plan a Meeting

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