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Microsoft Outlook 2007

Scheduling Appointments

Using Outlook's Calendar feature, you can create a schedule of new and/or recurring appointments. An Outlook 2007 Appointment is a scheduled engagement that lasts fewer than 24 hours (engagements lasting longer than 24 hours are called Events). Appointments, once created, appear on your Calendar as blocks assigned time. Using the Appointment function with the Calendar can help you to save time when scheduling, giving you alerts and warnings when you schedule two Appointments concurrently. The Appointments you put on your Calendar are also used by the Calendar system in conjunction with its other functions (e.g. Group Scheduling, Scheduling Assistant, Calendar Sharing).

return to topScheduling a New Appointment

While viewing your calendar, you can schedule a new appointment in one of two ways:

Scheduling a New Appointment: Menu Option

You can use the Actions menu to add Appointments to your Calendar.

  1. From the Navigation pane, click CALENDARCalendar button
    The Calendar view appears.

  2. From the Actions menu, select New Appointment
    The Appointment dialog box appears.
    Appointment dialog box

  3. In the Subject and Location text boxes, type the desired information

  4. To add the desired start and end date and time, in the Start time and End time text boxes, type the desired times and dates
    OR
    From the Start time and End time pull-down lists, select the desired times and dates

  5. OPTIONAL: To receive a reminder, in the Options group, from the Reminder pull-down list, specify the amount of time before the meeting you would like the reminder to appear

  6. OPTIONAL: To adjust how the appointment appears to others, in the Options group, from the Show time as pull-down list, select the desired option
    HINT: Options include Free, Tentative, Busy, or Out of Office.

  7. OPTIONAL: From the Categorize pull-down list, select a category color

  8. OPTIONAL: In the body of the message, add a description or notes about the appointment

  9. Click SAVE & CLOSE Save and Close button
    The Appointment dialog box closes and the Appointment is saved to your Calendar.

Scheduling a New Appointment: Mouse Option

You can also draw Appointments directly onto your Calendar.

  1. From the Navigation pane, click CALENDARCalendar button
    The Calendar view appears.

  2. If necessary, adjust the view to Day/Week/Month
    NOTE: For more information, refer to The Calendar Environment: Selecting a Calendar View.

  3. Navigate to the day you want to add an appointment to

  4. Click and drag within the day to select the hours for your appointment
    These areas will now be highlighted.

  5. Type the appropriate appointment information for the Subject line
    The Appointment block appears with your text inside it.
    NOTES:
    When you begin typing the Appointment area should appear automatically.
    If you wish to edit other portions of the appointment, refer to Modifying Appointments and Events.

  6. To deselect the Appointment, click outside of the selected Appointment area
    The Appointment is now set. In the month section, the day of the appointment appears in bold.

return to topScheduling a Recurring Appointment

Scheduling a recurring appointment is much like scheduling a new appointment. The differences begin with the information you select in the Appointment dialog box.

  1. From the Navigation pane, click CALENDARCalendar button
    The Calendar view appears.

  2. From the Actions menu, select New Recurring Appointment
    The Appointment and Appointment Recurrence dialog boxes appear.
    Appointment Recurrence dialog box

  3. To add the Appointment time information, in the Start, End, and Duration text boxes, type or use the pull-down lists to select the desired times

  4. In the Recurrence pattern section, make the desired adjustments
    HINT: The Recurrence pattern settings allow you to set the frequency with which your Appointment recurs. For example, in the graphic above, the Appointment is set to recur each week on Tuesday.

  5. In the Range of recurrence section, make the desired adjustments
    HINT: The Range of recurrence section controls how many occurrences of the Appointment will be scheduled for you, based on the Recurrence pattern. You can set your Appointment to occur a certain number of times or to occur until a certain date.
    NOTE: If the No end date option remains selected (default) the Appointment will be set up to recur indefinitely.

  6. Click OK
    The Appointment Recurrence dialog box closes.

  7. In the Subject and Location text boxes on the Appointment dialog box, type the desired information

  8. OPTIONAL: To receive a reminder, in the Options group, from the Reminder pull-down list, specify the amount of time before the meeting you would like the reminder to appear

  9. OPTIONAL: To adjust how the appointment appears to others, from the Show time as pull-down list, select the desired option
    HINT: Options include Free, Tentative, Busy, or Out of Office.

  10. OPTIONAL: In the body of the message, add a description or notes about the appointment

  11. Click SAVE & CLOSESave & Close button
    The Appointment dialog box closes and the Appointment is added to your Calendar.

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