Office 365 (Outlook 2011) - Create a meeting/appointment

Important: Beginning September 22, 2016, Office for Mac 2011 will no longer be available for installation from the Office 365. Please see the following document for further details: Office 365 - Microsoft Office 2011 path to retirement.

In Outlook, a meeting is an event that includes other people and can include resources such as conference rooms. To schedule a meeting in Outlook, you create a meeting invitation that you send to the invitees. Responses to your meeting invitations appear in your Inbox.

Appointments in Outlook are events that do not involve inviting other people or reserving resources.

What do you want to do?


Create a meeting

  1. At the bottom of the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.), click Calendar Calendar view button.
  2. On the Home tab, click Meeting.

     Tip   You can also double-click a time period in the day, week, or month view. The date and time of your selection are automatically entered in a new appointment window. Then, to convert the appointment to a meeting, on the Appointment tab, click Invite.

  3. To send the invitation from an account that isn't your default account, click an account on the From pop-up menu.
  4. In the To box, enter the names of people or resources to include for the meeting.

    To search for additional contacts, on the right side of the To box, click Open Contacts Search.

  5. In the Location box, type a description or location.

     Tip   

    • To choose from a list of recently used rooms, click Recently used rooms on the right side of the Location box.
    • If you have a Microsoft Exchange account (Microsoft Exchange account: An account managed by Microsoft Exchange Server. Microsoft Exchange accounts are used by organizations with many users. They make it possible to synchronize e-mail, calendars, and contacts between multiple computers.), to search for rooms in your organization's directory, on the right side of the Location box, click Open Contacts Search.
  6. Enter the details about the event, and then do any of the following:

    TO DO THIS
    Display the Time zone for the event On the Meeting tab, click Time Zone.
    Add attachments to the meeting On the Meeting menu, click Attachments, and then click Add.
    Make the meeting a recurring event On the Meeting tab, click Recurrence, and then select a recurrence pattern.
    See whether your invitees are available On the Meeting tab, click Scheduling.

    The Scheduling button displays the Scheduling Assistant pane at the bottom of the invitation. If you don't see free/busy information in the Scheduling Assistant pane, make sure that your account is selected on the From pop-up menu at the top of the invitation.

    .

  7. When you complete your invitation, on the Meeting tab, click Send.

     Notes 

    • By default, new meetings have the Request Responses feature turned on. If you have a Microsoft Exchange account, responses from the attendees are tallied when you open the meeting from the calendar and view the Scheduling Assistant information.
    • If you have a Microsoft Exchange account, the status you select for an event affects how the event appears to other people when they view your calendar. If you don't change the status, Outlook shows you as "Busy" during the event. To select a status such as "Free" or "Out of the office," on the Meeting tab, click the Status pop-up menu.

Create an appointment

  1. At the bottom of the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.), click Calendar Calendar view button.
  2. On the Home tab, click Appointment.

     Tip   You can also create an appointment in the calendar by double-clicking a time period in the day, week, or month view. The date and time of your selection are automatically entered in a new event window.

  3. Enter the details about the event, and then do any of the following:

    TO DO THIS
    Display the Time zone menu for the event On the Appointment tab, click Time Zone.
    Make the appointment recurring On the Appointment tab, click Recurrence, and then select a recurrence pattern.
    Change the appointment into a meeting by inviting other people On the Appointment tab, click Invite.

  4. On the Appointment tab, click Save and Close.

Set Recurrence

  1. Open the appointment/meeting that you want to set to recur.
  2. On the Appointment/Meeting tab, in the Options group, click Recurrence.
  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

See also

Update or cancel a meeting

About time zones

Mark a contact or an event as "private"




Keywords:microsoft office o365 event appointments schedule scheduling outlook 2011 calendars meetings recurrence recurring   Doc ID:31402
Owner:Ara M.Group:Office 365
Created:2013-07-02 13:48 CSTUpdated:2016-10-03 12:57 CST
Sites:DoIT Help Desk, DoIT Tech Store, Office 365
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