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Calendar basics
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Calendar basics

Create an appointment

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Start by adding a new appointment or a new meeting. The only difference is that a meeting includes other people.

Create an appointment

Since we are just starting out, let's keep it simple and add a new appointment. Click where you want to add the appointment on your calendar, and on the ribbon, click HOME > New Appointment.

Want more?

Add holidays to the calendar

Print a calendar showing appointments and meetings

Share an Outlook calendar with other people

With Outlook 2013, you can manage complex calendars that interact with the schedules of multiple people in real time.

Or you can keep to the basics. You can create a calendar that makes sense for you.

In this course, we'll focus on using the calendar for business, but you can take what you learn here and apply to any other use, such as scheduling personal time.

Start by adding a new item: a New Appointment or a New Meeting. The only difference is that a meeting includes other people. Since we are just starting out, let's keep it simple and add a New Appointment. Click where you want to add the appointment, and then click the item.

Type a Subject, and a Location. An appointment can be anything you want it to be. In this case, we are just blocking out time to get some work done in the office. You can use the calendar like this to help you keep organized.

This area shows the time you selected on the calendar, but you can change it if you want.

Down here, you can add more details. Since you are the only one who will use the appointment, you can add whatever you want.

Click INSERT and Attach File. Then, let's attach the PowerPoint file we'll be working on.

There. The appointment is done. But let's add a few more options. In Show As, you can choose how you want others to view your time. This is useful, if you share your calendar. We'll get into sharing later. For now, let's keep the default selection, Busy, so that anyone who sees the entry will know you don’t want to be interrupted at this time.

Next, you can set a reminder. If you don't do anything, you will get a reminder message 15 minutes before the start time. Let's change that to 1 hour.

Finally, let's color-code the appointment by adding a Category. You don’t have to do this, but it can be helpful if you have a very crowded schedule. I have added a few of my own categories. Now, we can quickly spot the time we have set aside to work alone.

When you are done, click Save & Close.

There is the appointment. If you want to change the duration, select the appointment and drag the bottom border, or you can drag the whole thing to move it to a different time and date.

At one hour before the appointment start time, we get a reminder message. You can Dismiss the reminder, or click Snooze to be reminded again 5 minutes before the start.

In the calendar, you can read the subject and maybe the location and some details, depending on how large an appointment is. But if you want to see more details, just hold the mouse over an item to get a peek.

If you want to view or change options, right-click the item, or click it and use the CALENDAR TOOLS APPOINTMENT tab on the ribbon.

If you want to edit the item, double-click it, make your changes, and then click Save & Close.

One more thing that you might want to do is print an appointment. Click the FILE tab on the item and click Print. If you want to see how your appointment will look in print, view the print preview over here, and click Print.

So now, you have the basics for creating and viewing appointments. Up next, we'll get into more details on how to change calendar views.

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