Microsoft Office Tutorials and References
In Depth Information
IMPORTANT The exercises in this chapter assume that you’re working with an Exchange
account. Some functionality may be unavailable if you’re working with a calendar that’s part of
another type of account.
Scheduling and changing appointments
Appointments are blocks of time you schedule for only yourself (as opposed to meetings,
to which you invite other Outlook users). An appointment has a specific start time and end
time (as opposed to an event, which occurs for one or more full 24-hour periods).
To schedule an appointment, you enter, at the minimum, a subject and time in an
appointment window. The basic appointment window also includes a field for the appointment
location and a notes area in which you can store general information, including formatted
text, website links, and even file attachments so that they are readily available to you at the
time of the appointment.
When creating an appointment, you indicate your availability (referred to as Free/Busy time )
by marking it as Free, Working Elsewhere, Tentative, Busy, or Out Of Office. The
appointment time is color-coded on your calendar to match the availability you indicate. Your
availability is visible to other Outlook users on your network, and is also displayed when you
share your calendar or send calendar information to other people.
TIP When viewing your calendar in Day, Work Week, or Week view, each item on your
Outlook task list appears in the Tasks section below its due date. You can schedule specific
time to complete a task by dragging it from the Tasks area to your calendar.
SEE ALSO For information about adding the contents of a received message to your
calendar, see the sidebar “Creating an appointment from a message” later in this chapter. For
information about assigning appointments to categories, see “Organizing items by using
color categories” in Chapter 7, “Organize your Inbox.” For information about sharing your
calendar with other Outlook users on your network and about sending your schedule
information in an email message, see “Sharing calendar information” in Chapter 8, “Manage your
By default, Outlook displays a reminder message 15 minutes before the start time of an
appointment—you can change the reminder to occur as far as two weeks in advance, or you
can turn it off completely if you want to. If you synchronize your Outlook installation with a
mobile device, reminders also appear on your mobile device. This is very convenient when
you are away from your computer.