Scheduling in Outlook

Schedule an appointment, meeting, or event
An appointment is an activity that you schedule in your Calendar that does not involve other people or resources. A recurring appointment repeats on a regular basis. A meeting is an appointment you invite people to or reserve resources for. A recurring meeting repeats on a regular basis. Meetings can be face-to-face or online. You can only send meeting requests if you use Outlook to send e-mail.

An event is an activity that lasts 24 hours or more. 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.

What do you want to do?
Schedule an appointment
Schedule a recurring appointment
Schedule a meeting
Schedule a recurring meeting
Schedule an online meeting
Create an event
Create an annual event

Schedule an appointment
1. On the File menu, point to New, and then click Appointment.
2. In the Subject box, type a description.
3. In the Location box, enter the location.
4. Enter start and end times.
5. Select other options you want.
6. Click Save and Close
Tip In Calendar, you can also create an appointment by selecting a block of time, right-clicking, and then clicking New Appointment on the shortcut menu.

Schedule a recurring appointment
1. Click Calendar
2. On the Actions menu, click New Recurring Appointment.
3. Enter start and end times.
4. Click the frequency (Daily, Weekly, Monthly, Yearly) at which the appointment recurs, and then select options for the frequency.
5. Click OK.
6. In the Subject box, type a description.
7. In the Location box, enter the location.
8. Select other options you want.
9. Click Save and Close .

Schedule a meeting
1. Click Calendar
2. On the Actions menu, click Plan a Meeting.
3. Invite attendees and resources.
4. Click AutoPick, and then click an option.
5. Click Make Meeting.
6. In the Subject box, type a description.
7. If you did not schedule a room, enter the location in the Location box.
8. Select other options you want.
9. Click Send.
Tip To send agendas or meeting minutes, attach a file to your meeting request.

Schedule a recurring meeting
1. Click Calendar
2. On the Actions menu, click Plan a meeting.
3. Invite attendees and resources.
4. Click AutoPick, and then click an option.
5. Click Make Meeting.
6. In the Subject box, type a description.
7. If you did not schedule a room, enter the location in the Location box.
8. Select other options you want.
9. On the Actions menu, click Recurrence.
10. Select the recurrence pattern and range of recurrence options you want.
11. Click OK, and then click Send.

Schedule an online meeting with NetMeeting
You must have set up Microsoft NetMeeting version 2.1 or later for this procedure.
1. On the File menu, point to New, and then click Meeting Request.
2. Select the This is an online meeting using check box, and then in the list, click Microsoft NetMeeting.
3. In the To box, enter the names of people you want to schedule an online meeting with.
To select names from a list, click To.
4. In the Subject box, type a description of the meeting. The description that you type here will be used as the NetMeeting conference name. The name can be changed only on this tab.
5. Enter times in the Start time and End time boxes.
6. Select any other options you want.
7. To set a reminder and have NetMeeting start automatically, select the Reminder check box, and then select the Automatically start NetMeeting with reminder check box.
8. Change any default online settings for the meeting that you want.
9. Click Send.
Tip You can quickly start a meeting immediately with a contact. In Contacts, select a contact. On the Actions menu, click Call Using NetMeeting.

Create an event
1. Click Calendar .
2. On the Actions menu, click New All Day Event.
3. In the Subject box, type a description.
4. In the Location box, enter the location.
5. Select other options you want.
To indicate to people viewing your Calendar that you are out of office instead of free, in the Show time as list, click Out of Office.
6. Click Save and Close .
Tips
· Events are defined as lasting from midnight to midnight. In Day/Week/Month view, you can quickly create an event by double-clicking the date heading of the day of the event.

Create an annual event
1. Click Calendar
2. On the Actions menu, click New All Day Event.
3. In the Subject box, type a description.
4. In the Location box, enter the location.
5. Select other options you want.
6. On the Actions menu, click Recurrence.
7. If the event lasts longer than 1 day, change the value in the Duration box.
8. Click Yearly, and then select the date or day of the year.
9. Click OK, and then click Save and Close

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