Office 365 (Outlook 2013) - Create an Event/Appointment

Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

Appointments are activities that you schedule in your calendar that do not involve inviting other people or reserving resources.

By designating each appointment as busy, free, tentative, or out of office, other Outlook users know your availability.

What do you want to do?


Create an appointment

play video clip

  1. In Calendar, click the Home tab.
  2. In the New group, click New Appointment. Alternately, you can right-click a time block in your calendar grid and click New Appointment.

    New appointment command on the ribbon

    Keyboard shortcut    To create an appointment, press Ctrl+Shift+A.

  3. In the Subject box, type a description.
  4. In the Location box, type the location.
  5. Enter the start and end times.

     Tip    You can type specific words and phrases in the Start time and End time boxes instead of dates. For example, you can type Today, Tomorrow, New Year's Day, Two Weeks from Tomorrow, Three days before New Year's Day, and most holiday names.

  6. To show others your availability during this time, on the Appointment tab, in the Options group, click the Show As box and then click Free, Working Elsewhere, Tentative, Busy or Out of Office.

    new appointment - show as options

  7. To make the appointment recurring, on the Appointment tab, in the Options group, click Recurrence Button image. Click the frequency (Daily, Weekly, Monthly, Yearly) with which the appointment recurs, and then select options for the frequency. Click OK.

    recurrence options

     Note    Adding a recurrence to an appointment changes the Appointment tab to say Appointment Series.

  8. By default, a reminder appears 15 minutes before the appointment start time. To change when the reminder appears, on the Appointment tab, in the Options group, click the Reminder box arrow and then click the new reminder time. To turn the reminder off, click None.

    reminder options

  9. On the Appointment tab, in the Actions group, click Save & Close.

    save and close button

     Tip    Double-click any blank area on the calendar grid to create a new appointment.

Top of Page Top of Page

Change an appointment

  1. Open the appointment that you want to change.
  2. Do one of the following:
    • Change options for an appointment that is not part of a series    
      • Change the options, such as subject, location, and time, that you want to change.
    • Change options for all appointments in a series    
      1. Click The entire series, and then change any options that you want to change

        opening recurring event

      2. To change recurrence options, on the Recurring Appointment tab, in the Options group, click Recurrence, change the options and then click OK.

        recurrence options

    • Change options for one appointment that is part of a series    
      1. Click Just this one.

        opening recurring event

      2. On the Recurring Appointment tab, change the options that you want.
  3. On the Appointment or Recurring Appointment tab, in the Actions group, click Save & Close.

     Tip    In Calendar, you can drag the appointment to a different date. You also can edit the subject by clicking the description text, pressing F2, and then typing your changes.

Top of Page Top of Page

Make an existing appointment recurring

  1. Open the appointment that you want to set to recur.
  2. On the Appointment tab, in the Options group, click Recurrence recurrence image.
  3. Click the frequency Daily, Weekly, Monthly, Yearly with which you want the appointment to recur, and then select the options for the frequency.
  4. On the Recurring Appointment tab, in the Actions group, click Save & Close.

Top of Page Top of Page




Keywords:microsoft office 365 event appointment schedule scheduling outlook 2013 o365 recurrence repeat recurring   Doc ID:31139
Owner:Ara M.Group:Office 365
Created:2013-06-24 11:14 CSTUpdated:2016-08-23 10:17 CST
Sites:DoIT Help Desk, DoIT Tech Store, Office 365, UW Platteville, UW-Milwaukee Help Desk
Feedback:  2   3