In this video, Jess Stratton demonstrates how to set up appointments and make them recurring. Additionally, learn how to edit a recurring series, make an all-day event, and set free or busy time.
- [Instructor] To create an appointment, you can either click appointment from the home ribbon tab or double-click 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. (clicking) I can add a start time by clicking the calendar icon next to start. I can also choose an end time. If I wanted to change the date, I can click the calendar icon and use the arrows to go back and forth between the months.
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 to the format text tab, it looks just like when I format an email, in which I can bold face, highlight, and change the font properties to things like bullets. I'll go back to the appointment tab. I can show how I want my time to be 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 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 myself as busy. I can choose to set a reminder for this event. I'll leave it at the default 15 minutes, though, I could choose none if I don't want any reminder. 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 coffee house. 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 it daily, weekly, monthly, or every year? From there, I can even further customize it. It's every one week on Monday, but I can click for multiple days a week or maybe every other week, I can choose when it starts and ends.
For example, I can specify no ending to have it be perpetually on my calendar every Monday. I can also have it occur after a certain amount of occurrences and I can have it end after 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 OK. 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 itself.
The bell icon means I have a reminder set. 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 it every week according to who's attending. I can also edit the series. For example, if we change the time or the location. To change 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 has been changed. Let's create one more appointment, an all-day event. Sometimes you have appointments that occur and it's something that you want to be notified that it's going to happen on a certain day, but you don't want it to affect your scheduling. At the very top of the calendar box, there's a bigger time slot. You can come anywhere 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 as free. 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. I'll click save and close and here's my all-day event. It's not in a particular time slot. I'll also get a reminder on this event so I know it's coming.
That's how you can create appointments, reminders, recurring events, and all-day events in your Outlook calendar.
- Adding email accounts
- Reading mail
- Saving attachments
- Searching mail
- Organizing mail with folders and flags
- Creating mail rules
- Adding signatures
- Setting an out-of-office autoresponder
- Creating new contacts and groups
- Working with delegates
- Creating meetings
- Opening other calendars
- Creating tasks