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Create Appointments in Outlook 2013 for Windows

An appointment is a calendar item you create for yourself (no other people, no resources).

This article applies to: Outlook 2013 for Windows

A Quick Terminology Guide

  • An appointment is an item you create for yourself.
  • A meeting is just like an appointment, except that it includes more than one person.
  • An event is an all-day appointment, meeting, or note about a date.

You'll follow very similar steps to create and work with appointments, meetings, and events. 

Create an Appointment

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

  1. Navigate to the date you want.
  • If you are in Day, Week, or Work Week view, drag to highlight the time you want the appointment to occur, then click New Appointment in the Home ribbon.
  • If you are in Month view, click anywhere in the date's cell, then click New Appointment in the Home ribbon.
  • Or, in any view, you can just click New Appointment in the Home ribbon. If you use this method you will need to manually set the date and times.
  1. In the Untitled - Appointment window, fill in the Subject (required) and Location (optional).
  2. 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.
  3. In the Appointment ribbon, in the Options section, use the Show As drop-down list to indicate whether you want this time to show as busy, tentative, free, or "out of office." This affects what delegates and others 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.
  4. Enter any notes in the large text area.
  5. Click Save & Close in the ribbon when you've 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 it in any calendar view.

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

Recurring Appointments

To set up a recurring, regularly scheduled appointment, click Recurrence in the Options section of the Home ribbon while you're creating that item. The Appointment Recurrence dialog box 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, click Remove Recurrence in the Appointment Recurrence dialog box.

Edit Recurring Appointments

Double-click the Appointment in any calendar view. A dialog box will appear asking if you wish to edit just that one occurrence or the entire set of dates. Pick an option and click OK. Make your edits, then click Save & Close.

Delete 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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