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Microsoft Outlook 2003

Scheduling Appointments

Using Outlook's Calendar feature, you can create a schedule of new and/or recurring appointments. An Outlook Appointment is a calendar item lasting fewer than 24 hours. Calendar uses appointments to mark off starting and ending times (i.e., it blocks off a specific period of time). Using this scheduling option can save you a lot of time at the computer, allowing you more time for appointments.

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

  1. Open your Calendar

  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 appropriate information

  4. To add the desired start and end date and time, in the Start time and End time text boxes, type or use the pull-down lists  

  5. OPTIONAL: To receive a reminder,
    1. Select Reminder

    2. From the Reminder pull-down list, to specify the amount of time before the meeting you would like the reminder to appear, type or use the pull-down list

  6. 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.

  7. OPTIONAL: From the Label pull-down list, select a label color

  8. In the message text box, add a description or notes about the appointment

  9. Click SAVE AND CLOSE

Scheduling a New Appointment: Mouse Option

  1. Open your Calendar
    New Appointment

  2. Adjust the view to Day/Week/Month as needed
    NOTE: For more information, refer to The Calendar Environment: Selecting a Calendar View.

  3. In the month section, select the desired day
    This day now appears on the right side of the screen.

  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 text appears on the screen.
    NOTE: If you wish to edit other portions of the appointment, refer to Modifying Appointments and Events.

  6. Click elsewhere on the screen
    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. Open your Calendar

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

  3. To add the start, end, and duration information, in the Start, End, and Duration text boxes, type or use the pull-down lists

  4. Under Recurrence pattern, make the desired adjustments

  5. Under Range of recurrence section, make the desired adjustments

  6. Click OK
    The Appointment dialog box appears.

  7. In the Subject and Location text boxes, type the appropriate information

  8. OPTIONAL: To receive a reminder,
    1. Select Reminder

    2. From the Reminder pull-down list, to specify the amount of time before the meeting you would like the reminder to appear, type or use the pull-down list

  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. In the message text box, add a description or notes about the appointment

  11. Click SAVE AND CLOSE

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