Outlook - Create an appointment Tutorial

In this video, you will learn how to create an appointment in Outlook using Microsoft 365. The video covers the steps to create a new appointment, including entering the subject, location, start and end times, and a detailed description if desired.
It also explains how to indicate your availability and set reminders.
Additionally, the video demonstrates how to classify the appointment into a category and make it private.
This tutorial will help you effectively manage your personal or business calendar in Outlook.

1:56
3239 views

Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on how to create and manage appointments in Outlook, highlighting key features and functionalities that enhance calendar management for personal and business use.

Chapitres :

Introduction to Outlook Appointments
Outlook is a powerful tool for managing personal and business calendars. This guide will walk you through the process of creating different events, specifically focusing on how to set up appointments effectively.
Creating a New Appointment
To start creating a new appointment in Outlook, follow these steps: - In the 'New' group, click on 'New Appointment'. - Alternatively, you can double-click directly in the desired time slot on your calendar. This action will automatically retrieve the time for your appointment.
Filling Out Appointment Details
Once you have initiated a new appointment, you will need to fill out several fields: - **Subject**: Enter the subject of the appointment in the designated field. - **Location**: Specify the location where the appointment will take place. - **Start and End Times**: Set the start and end times for your appointment. - **Description**: Optionally, you can provide a more detailed description of the appointment.
Setting Availability and Recurrence
In the options group, you can indicate your availability during the appointment times, allowing others to see when you are free or busy. Additionally, if the appointment is recurring (e.g., daily or weekly), you can set this by choosing the appropriate frequency.
Reminder and Categorization
By default, Outlook sets a reminder 15 minutes before the appointment starts. You can adjust this time or choose to have no reminder at all. Furthermore, you have the option to categorize the appointment, mark it as private (to restrict visibility of details), or assign it a level of importance.
Saving and Managing Appointments
After entering all necessary information, click 'Save and Close' to add the appointment to your calendar. You can easily adjust the appointment by dragging its borders or moving it to a different time slot. Hovering over the appointment will display additional information without needing to open it.
Managing Reminders
If you have set a reminder, a notification window will appear at the designated time. You can dismiss the reminder by clicking the appropriate option or choose 'Snooze' to receive a new reminder later.
Conclusion
Creating and managing appointments in Outlook is straightforward and enhances your ability to organize your schedule effectively. By utilizing the features discussed, you can ensure that your personal and business commitments are well-managed and visible to others as needed.

FAQ :

How do I create a new appointment in Outlook?

To create a new appointment in Outlook, go to the 'New' group and click on 'New Appointment', or double-click directly in the desired time slot on your calendar.

Can I set a reminder for my appointments?

Yes, by default, a reminder is set for 15 minutes before the appointment starts, but you can change this time or choose not to have a reminder.

What is a recurring appointment?

A recurring appointment is one that you schedule to happen repeatedly, such as daily or weekly, by selecting a frequency in the appointment settings.

How can I categorize my appointments?

You can categorize your appointments by selecting a category from the options available in the appointment settings, which helps in organizing your calendar.

What happens when I hover over an appointment in Outlook?

When you hover over an appointment, additional information about the appointment, such as the subject and time, will be displayed without needing to open it.

How do I make an appointment private?

To make an appointment private, you can select the 'Private' option in the appointment settings, which prevents others from seeing the details.

Quelques cas d'usages :

Managing Team Meetings

In a corporate environment, team leaders can use Outlook to schedule recurring meetings, ensuring all team members are aware of the schedule and can manage their availability accordingly.

Personal Time Management

Individuals can utilize Outlook to organize personal appointments, such as doctor visits or family events, by categorizing them and setting reminders to stay on track.

Event Planning

Event coordinators can create detailed appointments for events, including location and description, and share their availability with clients to streamline the planning process.

Project Deadlines

Project managers can set appointments for project deadlines and milestones, using reminders to ensure that all team members are notified in advance.

Scheduling Interviews

HR professionals can schedule interviews with candidates by creating appointments that include all necessary details and sharing their availability to facilitate scheduling.

Glossaire :

Outlook

A personal information manager from Microsoft, primarily used for email, calendar, task management, and contact management.

Appointment

A scheduled event in a calendar that includes details such as subject, location, start and end times, and description.

Recurring Appointment

An appointment that is scheduled to occur repeatedly at specified intervals, such as daily or weekly.

Reminder

A notification that alerts the user before the start time of an appointment, which can be customized or turned off.

Category

A classification that can be assigned to an appointment to help organize and identify it within the calendar.

Availability

The indication of whether a person is free or busy during a specified time, which can be shared with others.

Snooze

A feature that allows users to delay a reminder for a specified period instead of dismissing it completely.

00:00:05

to manage your personal or business calendar.

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To start, let's create a new appointment.

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In the new group, click New Appointment.

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You can also double-click directly

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in the time slot that interests you,

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which will allow us to retrieve the schedules

00:00:20

in the appointment.

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In the subject field, type the subject of the appointment.

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And in location, you enter the place of the appointment.

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Add the start and end times.

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Finally, enter here a more detailed description if you wish.

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In the group options, you can indicate your availability

00:00:43

during these times so that other people can know it.

00:00:46

The periodicity allows you to make the recurring appointment

00:00:50

if, for example, it should take place every day or week

00:00:54

by choosing a frequency.

00:00:56

By default, a reminder is displayed 15 minutes

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before the start time of the appointment,

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but you can change the time of the reminder here

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or choose none.

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You also have the option of classifying this appointment

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into a category, making it private

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if it is a personal appointment,

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and to prevent people with a share

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from seeing the details of that appointment,

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or give it importance.

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When you are done, you can save and close.

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The appointment appears in your calendar.

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You have the possibility to drag the borders

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or move the appointment if you wanna change it.

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When you fly over, you get more information.

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You do not necessarily need to open an appointment

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to see the object.

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If you have set a reminder, here is the window

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that appears when the time comes.

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To make the reminder disappear,

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click here or click on Snooze

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to receive a new reminder for this appointment.

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