Appointments are activities that you schedule in your calendar that do not involve inviting other people or reserving resources. You can schedule recurring appointments, view your appointments by day, week, or month, and set reminders for your appointments.

You can specify how the appointments in your calendar look to others by designating the time of the appointment as busy, free, tentative, or out of office. Also, others can give you permission to schedule or make changes to appointments in their calendars.

What do you want to do?

Create an Appontment

  1. On the File menu, point to New, and then click Appointment.

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

  1. In the Subject box, type a description.
  2. In the Location box, type the location.

Appointment screenshot

  1. 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, Week from Yesterday, Three days before New Year's Day, and most holiday names.

  1. Select any other options that you want.
  2. To make the appointment recur, on the Appointment tab, in the Options group, click Recurrence Button image.
  3. Click the frequency (Daily, Weekly, Monthly, Yearly) with which the appointment recurs, and then select options for the frequency.

Appointment Recurrence dialog box

  1. Click OK.
  2. On the Appointment tab, in the Actions group, click Save & Close.

 Tip   Quickly add a new appointment by using the new Click to Add Appointment feature in Microsoft Office Outlook 2007. Rest your mouse pointer over any blank area on the calendar grid, and then click to add an appointment.

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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    
  1. Change the options, such as subject, location, and time, that you want to change.
  2. On the Appointment tab, in the Actions group, click Save & Close.
  • Change options for all appointments in a series    
  1. Click Open the series, and then change any options, such as subject, location, and time, that you want to change.
  2. To change recurrence options, on the Recurring Appointment tab, in the Options group, click Recurrence, change the options, such as time, recurrence pattern, or range of recurrence, and then click OK.
  3. On the Recurring Appointment tab, in the Actions group, click Save & Close.
  • Change options for one appointment that is part of a series    
  1. Click Open this occurrence.
  2. On the Recurring Appointment tab, change the options, such as subject, location, and time, that you want.
  3. On the Recurring Appointment tab, in the Actions group, click Save & Close.

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

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Make an Appointment Recur

  1. Open the appointment that you want to set to recur.
  2. On the Appointment tab, in the Options group, click Recurrence Button imagae.
  3. Click the frequency — Daily, Weekly, Monthly, Yearly — with which you want the appointment to recur, and then select the options for the frequency.

Appointment Recurrence dialog box

  1. On the Appointment tab, in the Actions group, click Save & Close.
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Set Up a Reminder

Do one of the following:

  • For all new appointments that you create    
    1. On the Tools menu, click Options.
    2. To automatically turn a reminder on or off for new appointments, select or clear the Default reminder check box.
      Default reminder option
    3. If you select the check box, enter the amount of time before the appointment that you want the reminder to appear.
  • For existing appointments    
  1. Open the appointment, or, if the appointment recurs, open the series.
  2. To turn a reminder on or off, on the Appointment tab, in the Options group, in the Reminder list, click None or the time that you want to be reminded in advance of the appointment.
    Reminder screenshot
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