In this video, staff author Jess Stratton shows users how to set up appointments and make them recurring. She also shows how to edit a recurring series, and make an all-day event and set free/busy time.
- [Instructor] An appointment in the Outlook calendar is a block of time that applies only to me. Unlike a meeting, which involves more people, an appointment is a single item, like a dentist appointment. To make an appointment, from the Home ribbon tab, click New Appointment. Or, a much easier and preferred version is to double click in the actual time slot that you want the appointment to recur. I can start by putting in the subject. I can put a location if I want to, though I don't have to, and I can click the calendar icon to choose a start date for the event.
And I can also choose a start time for the event, if it's changed from when you double clicked on it. In this case, the appointment's an hour, so I'll change the end time. I can click my mouse inside the body of the calendar and add some details about it. Just like an email message, I can format this text. I can click and drag with my mouse and change the font properties, such as boldface or making it a bulleted list. In fact, I can change to the Format Text tab and do all sorts of things with it, including indents and borders and shading.
Let's change to the Insert ribbon tab. From here, I can attach files to this; I can create tables, pictures, shapes, icons, and even charts. I'll change back to the Appointment tab for now. I want to change how it appears on my calendar. Because I'm going to be at this meeting, I do want it to show me as being Busy. This means that if someone's looking at my schedule to know if they can book me for a meeting, I want them to know I'm going to be unavailable.
I can click the pull-down arrow next to Reminder to choose a default time for the reminder. It defaults to 15 minutes, but I can change it if I want. I can also turn it off by setting None. I can also set a time zone for my event. I can categorize it, just like I could categorize an email or a content. Finally, I can make it a private event. If I mark the event as private, somebody else that has access to my calendar won't be able to see this event.
This is a coffee networking event. Because it's going to happen every week at the same time and the same place for the same duration, I'm going to click Recurrence to turn it into a recurring event on my calendar. I need to decide how often it's going to happen. Is the pattern daily, weekly, monthly, or yearly? This happens every week on a Monday, so I'll select Weekly. It happens every week on Monday. And I could play around with these. For example, if it happens two days a week, I can place additional checkboxes on the days.
Finally, I need to decide when my event is going to end. It can end after a certain amount of recurrences, it can end on a certain date, or it can be a perpetual event that has no end date. And when I'm ready to stop the event, I can just delete it on my calendar. I'll click OK. And then I'll click Save and Close. And my appointment has been created. To edit the event, I can double click on it. I'm prompted which one I want to open, just this particular event on the 20th or the entire series.
For now, I'm going to open up just this one. I'll click OK. Let's say I need to update this list every week to show who's attending. I can make my change. Click Save and Close. And just this one particular event has been changed. However, I can also double click and edit the entire series to make change to a major detail. For example, I can change the subject or the location.
I'll click Save and Close. And now, if I go to a next week, I can see that it's changed every one. Let's create one more appointment. This time, we're going to make it an all-day event. I have a supervisor coming onsite and I wanna remind myself on the calendar. I'm going to double click inside this top area, where there is no time slots. I can put in the subject. The start date is the one that I selected in the view.
I could use the calendar to change it. And notice that I can't edit the time. And now all-day event is checked. I do wanna make sure that this event is listed as Free. I'm putting this on my calendar to remind me that this person is going to be onsite, but I don't want it to affect my scheduling. And if somebody else looks at my calendar, I want them to be free to schedule meetings for me. Instead of being busy, I'm marked as Free, so I'll click Save and Close. Here, I can see my all-day event; it's been placed at the very top of the calendar because it only occurs on this day; it doesn't have a specific time.
- Connecting your email account to Outlook
- Reading mail
- Searching for mail
- Organizing mail with flags, folders, and rules
- Creating and sending new email
- Creating new contacts
- Adding delegates
- Creating meetings and appointments in the Outlook calendar
- Creating tasks
- Backing up Outlook data
Skill Level Beginner
Q: This course was updated on 11/09/2018. What changed?
A: A new video was added that covers the simplified ribbon in Office 365.