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Create Appointments in Outlook 2011 for Mac

An appointment is a calendar item you create for yourself only.

This article applies to: Outlook 2011 for Mac


Outlook 2011 for Mac is an older email and calendar application used by Cornell faculty, staff, and graduate and professional students. Microsoft no longer distributes Outlook 2011 and has announced that support will end in 2017. The IT Service Desk will support Outlook 2011 through March 2017.

We recommend that you upgrade to Outlook 2016 for Mac, part of Office 2016 for Mac, which is free for faculty, staff, and students.

Create an Appointment

There are several ways to create appointments. Here's one simple way.

  1. Click Calendar in the Navigation Pane.
  2. Navigate to the date you want.
  3. Select the time for your appointment:
    • If you are in Day, Work Week, or Week view, drag to highlight the time you want the appointment to occur. Type the Subject, press Tab, type the Location, then press Enter. And you're done, so don't follow the rest of the steps below. To fill in additional details, double-click the entry in your calendar.
    • If you are in Month view, click anywhere in the date's cell, then click Appointment in the Home ribbon. Follow steps 4 - 8 below.
    • Or, in any view, you can just click Appointment in the Home ribbon. Follow the steps 4 - 8 below. If you use this method you will need to manually set the date and times.
  4. In the New Event - Calendar window, fill in the Subject (required) and Location (optional). Note that filling in a Location does not reserve that room for your event. You must "invite" the room to your event by following the steps for Proposing a Meeting.
  5. Verify or edit the start and end dates and times. You can either use the drop-down lists for each field or type directly in any field.
  6. In the ribbon, use the Status list to indicate whether you want this time to show as busy, tentative, free, or "out of office." This affects what people with whom you've shared your calendar will see when they look at your calendar, and what anyone will see when they try to schedule a meeting with you. The default value is busy.
  7. Enter any notes in the large text area.
  8. Click Save & Close when finished.

Your appointment will now appear on your calendar. You can return to the detailed view of any appointment, meeting, or event by double-clicking on the appointment in any calendar view.

For appointments where you do not want others to know the content of the meeting (for example, a doctor's appointment), click Private in the ribbon while creating or editing the appointment.

Recurring Appointments

To set up a recurring, regularly scheduled appointment, click Recurrence in the ribbon while you're creating the item. The list includes a number of common recurrence patterns. Once you've selected the appropriate entry, you'll see the recurrence pattern displayed below the start and end times. You can modify the pattern or to set an end date by clicking the small curved arrows next to the listed recurrence pattern.

If none of the patterns listed meet your needs, choose Custom from the Recurrence drop-down list to open a dialog box that allows you to specify start and end dates along with the pattern of recurrence. This is an instance where it is simpler to do than to explain, so we suggest you try it out on your own calendar with an appointment or two.

To change a recurring item back to a one-time item, select Once Only from the Recurrence drop-down list.

DeleteĀ an Appointment

In any calendar view, click once on the item, then press Delete on your keyboard. You can also right-click the item and choose Delete from the drop-down menu.

If you're deleting a recurring item, you'll be asked whether you want to delete just the one item you selected, or all occurrences of that item.

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