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University of Wyoming

Outlook
Appointments

[pdf version]

Adding appointments to an Outlook Calendar is easy.  They can be color coded based on the selections made with Calendar Coloring.  Sensitive appointments can be marked as private so co-workers cannot see the details.  An option is available to add all-day events.

Starting an appointment

Adding an appointment

Private appointments

All-Day events

Starting a New Appointment

There are several ways to start an appointment.

  • Click File > New > Appointment.
  • Click the New Appointment icon New Appointment icon on the Standard toolbar when the Calendar is displayed.
  • Click the New down arrow on the Standard toolbar.  Click Appointment on the menu.  See Figure 1.

Figure 1. New Appointment

Figure 1.  New Appointment
  • The new appointment dialog box displays.  See Figure 2.  Click the image to enlarge it.

Figure 2. Appointment Dialog Box Click the image to enlarge it.

Figure 2.  Appointment Dialog Box

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Adding an Appointment

  1. Type the purpose of the appointment in the Subject field.
  2. Type the location in the Location field.
  3. Add a label by clicking the down arrow and highlighting the label.
  4. Set the date and time.
    1. Click the Start time down arrow for the day.
    2. Highlight the date.
    3. Click the Start time down arrow for the time.
    4. Highlight the time.
    5. Repeat steps a through d for the end time.
    6. The date and times can be typed directly in these fields.
  5. The reminder defaults to 15 minutes prior to the appointment.
    1. Uncheck the reminder box to remove it.
    2. To change the default time, click the down arrow.  Highlight a new time.
  6. Click the Show time down arrow.
  7. Highlight the time as Tentative, Busy, or Out of Office.

Note:  The show time displays this information when group scheduling is used.

  1. Click Save and Close.

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Private Appointments

Private appointments are added the same way as a regular appointment.  To make it a private appointment, check the Private box in the lower right-hand corner of the screen.  See Figure 3.  Click the image to enlarge it.  The appointment is locked and cannot be opened or viewed by co-workers.

Figure 3. Private Appointment Click the image to enlarge it.
Figure 3.  Private Appointment

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All-Day Events

  1. Add an appointment.
  2. Do not select a start and end time.
  3. Check the All day event box.
  4. Uncheck the Reminder box.
  5. Make other selections as needed.  See Figure 4.  Click the image to enlarge it.
Figure 4. All-Day Event Click the image to enlarge it.
Figure 4.  All-Day Event

  1. Click Save and Close.

  2. The event shows at the top of the calendar.  See Figure 5.  Click the image to enlarge it.

Figure 5. Calendar with All-Day Event
Figure 5.  Calendar with All-Day Event

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Updated 09/15/2006