Managing Appointments, Events, and Meetings

To schedule an appointment

  1. In the Calendar, display the date on which you want to schedule an appointment.

  2. Click the desired time slot, type information about the appointment, and then press .

  3. To change the end time for the appointment, drag the bottom border of the time slot down to the bottom of the end time.

To reschedule an appointment

  • Drag the appointment to a different time slot on the calendar.

To make an appointment recurring

  1. Open the appointment. Then on the Appointment tab, in the Options group, click the Recurrence button.

  2. In the Recurrence pattern area of the Appointment Recurrence dialog box, select the option that corresponds to the desired recurrence, and then click OK.

  3. On the Recurring Appointment tab, in the Actions group, click the Save & Close button.

To schedule an event

  1. In the Date Navigator, click the date on which you want to schedule an event, and then in the Calendar pane, click the blank space below the day header and above the time slots.

  2. Type the name of the event, and then press .

To make an event recurring

  1. Double-click the event, and then on the Event tab, in the Options group, click the Recurrence button.

  2. In the Recurrence pattern area of the Appointment Recurrence dialog box, select the option that corresponds to the recurrence you want, and then click OK.

  3. On the Recurring Event tab, in the Actions group, click the Save & Close button.

To create and send a meeting request

  1. In the Date Navigator, click the date on which you want the meeting to occur.

  2. On the Standard toolbar, in the New Appointment list, click Meeting Request.

  3. In the To box, type the e-mail addresses of the meeting attendees; in the Subject box, type the name of the meeting; and in the Location box, indicate where the meeting will take place.

  4. On the Meeting tab, in the Show group, click the Scheduling button. Then set the meeting time, and click Send.

To manually respond to a meeting request

  1. In the Date Navigator, double-click the scheduled meeting.

  2. In the meeting request window, in the Reading Pane, click Accept, Tentative, or Decline.

  3. Choose whether to send a standard response, a personalized response, or no response at all.

To propose a new time for a meeting

  1. In the Reading Pane of the meeting request window, click Propose New Time.

  2. In the schedule area of the Propose New Time dialog box, set the proposed meeting start and end times, and then click Propose Time.

  3. In the meeting response window that opens, enter a message to the meeting organizer, and then click Send.

To instruct Outlook to automatically respond to meeting requests

  1. On the Tools menu, click Options. On the Preferences tab of the Options dialog box, click Calendar Options.

  2. In the Calendar Options dialog box, click Resource Scheduling.

  3. In the Resource Scheduling dialog box, select the Automatically accept meeting requests and process cancellations check box.

  4. Select the Automatically decline conflicting meeting requests and/or the Automatically decline recurring meeting requests check boxes if you want Outlook to do this.

  5. Click OK in each of the open dialog boxes.

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