Knowledgebase: Office 365 > Outlook Client
How to create appointments in Outlook
Posted by , Last modified by Donald Sloat on 01 May 2018 10:37 PM

Create an appointment

In Calendar, click the Home tab.


  1. In the New group, click New Appointment. Alternately, you can right-click a time block in your calendar grid and click New Appointment.

Keyboard shortcut: To create an appointment, press Ctrl+Shift+A.

2. In the Subject box, type a description.
3. In the Location box, type the location.
4. Enter the start and end times.

      Tip: You can type specific words and phrases in the Start time and End time boxes instead of dates. For example, you can type Today, Tomorrow, New Year's Day, Two Weeks from Tomorrow, Three days before New Year's Day, and most holiday names.

5. To show others your availability during this time, on the Appointment tab, in the Options group, click the Show As drop down box and then click Free, Working Elsewhere, Tentative, Busy or Out of Office.

6. To make the appointment recurring, on the Appointment tab, in the Options group, click Recurrence

Click the frequency (Daily, Weekly, Monthly, Yearly) with which the appointment recurs, and then select options for the frequency. Click OK.

 Note:   Adding a recurrence to an appointment changes the Appointment tab to say Appointment Series.

7. By default, a reminder appears 15 minutes before the appointment start time. To change when the reminder appears, on the Appointment tab, in the Options group, click the Reminder box arrow and then click the new reminder time. To turn the reminder off, click None

8. On the Appointment tab, in the Actions group, click Save & Close.

 Tip: Double-click any blank area on the calendar grid to create a new appointment.


Change an appointment

1) Open the appointment that you want to change.
2) Do one of the following:
  •   Change options for an appointment that is not part of a series
    • Change the options, such as subject, location, and time, that you want to change.
  • Change options for all appointments in a series
    • Click The entire series, and then change any options that you want to change

  • To change recurrence options, on the Recurring Appointment tab, in the Options group, click Recurrence, change the options and then click OK.

  • Change options for one appointment that is part of a series
    • click Just this one.
    • On the Recurring Appointment tab, change the options that you want.
    • On the Appointment or Recurring Appointment tab, in the Actions group, click Save & Close.

 Tip:  In Calendar, you can drag the appointment to a different date. You also can edit the subject by clicking the description text, pressing F2, and then typing your changes.



Brief Explanation of the Difference Between an Event, an Appointment, and a Meeting in Microsoft Outlook.



A meeting is an appointment, but more. You reserve a period of time, invite people to, or reserve resources for a meeting. You can create and send meeting requests and reserve resources for face-to-face meetings or for online meetings, such as Microsoft Lync. When you create a meeting, you identify the people to invite and the resources to reserve and you pick a meeting time.


When you schedule an appointment it should be an activity that you schedule in your calendar that does not involve reserving resources or inviting other people. You may choose to use an appointment designation if you need to set aside some time to do research or set a recurring weekly or monthly appointment for yourself to prepare a report. You can also specify how your calendar looks to others by designating the time an appointment takes as “Free”,” Tentative”, “Busy” or “Out of Office”.


An event is an activity that lasts 24 hours or longer. Some examples of an event include a trade show, a life event, a vacation or a seminar. Usually, an event occurs once and can last for one day or several days. An annual event, such as a birthday or anniversary, occurs yearly on a specific date. Events and annual events do not occupy blocks of time in your calendar; instead they appear in banners.