Learn how to set up appointments and make them recurring. Discover how to edit a recurring series, and make an all-day event and set free/busy time.
- [Instructor] To create an appointment, you can either click appointment on the Home ribbon tab, or double-click right inside the calendar in the time slot that you want to create the appointment for. I'll start by typing in my subject, and I can put in a location if I want to. I can add a start time by clicking the calendar icon next to start. And I can choose an end time. I can put my cursor in the body and add some text to it, and then I can format the text.
If I highlight it and change the format text tab, it looks just like when I format an email, in which I can bold face, change the font properties, and add things like bullets. I'll go back to the appointment tab. I can show how I want to show my time on the 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 me when I'm free or busy.
If they're looking at my schedule, they won't be able to book me for that particular time slot if I mark as busy. I can choose to set a reminder for this event. I'll leave it at the default 15 minutes. I can also click time zones to choose the time zone that the event is in. I can categorize the event, and finally, I can mark it as private, so anybody who has access to my calendar still won't be able to see this event.
This is a networking event at a coffeehouse. This is going to occur every Monday, so I'll click the recurrence button. I can choose how often I want it to happen. Is every weekly, monthly, yearly, or daily? And even then, I can further customize it. It's every one week on Monday, but I can click for multiple days. I can choose when it starts and ends.
For example, I can specify no end date to have it be perpetually on my calendar every Monday. I can also have it occur after a certain amount of occurrences, and by a certain date. I'll leave it as none. It always starts and ends at the same time and has the same duration, so I'll click okay. When I'm all done, I'll click save and close, and there's my event. I can tell it's recurring by the two arrow icon right on the calendar entry.
If I want to change the event, I can double-click on it, just to edit one event in the series. For example, I can change this every week according to who's attending. I can also edit the series. For example, if we change the time or the location. To edit the series, while in the calendar event, click go to series on the right. I'll save my current change, and now I'm editing the actual series.
This is going to change every occurrence. I'll click save and close, and my event's been changed. Let's create one more appointment, an all-day event. Sometimes you have appointments that occur, and it's something that you wanna be notified that it's going to happen on a certain day, but you don't want to necessarily have it affect your scheduling. At the very top of the calendar bar, there's a thicker time slot. You can come in this time slot and double-click to create a new all-day event.
You'll notice that all-day event is selected, and you can't change the duration. I'll add my subject, and it automatically defaults to showing my time is free. This is just so I know it'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. I'll click save and close, and here's my all-day event, for Wednesday. It's not in a particular time slot. I'll also get a reminder on this event so I know it's coming.
So, that's how you can create appointments, reminders, recurring events, and all-day events in your Outlook calendar.
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