How to Use Outlook Calendar and Post Appointments

Microsoft Outlook can format appointment details on a calendar

Microsoft Outlook 2010 includes an online calendar and appointment template. You can set up appointments that are not viewed by others. The "Home" tab on the command ribbon includes a "New Appointment" button. The appointment template opens as a starting point for recording reminder details, such as subject, location and time. Once the appointment details are saved, the data is transferred to a calendar that you can view by the day, week or month.

Instructions

1. Open the Outlook Calendar program. The "Calendar -- Outlook Data File -- Microsoft Outlook" window opens and displays today's date.

2. Click the "Home" tab on the command ribbon.

3. Click the "New Appointment" button in the "New" group. The "Appointment" window opens. The "Appointment" tab displays.

4. Type the subject in the "Subject" text box.

5. Type the "Location" in the "Location" text box. For example, the name of the meeting room.

6. Click the down arrow on the "Start time" text box. A calendar month appears. To select a different month, click the left or right arrow beside the month. Click the day of the month to set the "Start time." Click the down arrow on the time text box to set the start time of the appointment.

7. Click the down arrow on the "End time" text box to select the end date for the appointment. Click the down arrow on the time text box and select the expected end time of the appointment.

8. Type appointment details in the large text box. For example, a list of materials or data to bring to a meeting.

9. Click the "Categorize" options in the "Tags" group, if preferred. For example, if the appointment relates to a specific project, you can color code the appointment.

10. Click the "Save & Close" button in the "Appointment" tab's "Actions" group. The appointment shows on the calendar and in the list on the right pane.

Tips & Warnings

• The "Arrange" group on the "Home" tab includes calendar views, such as "Work Week" or "Work Month."

• The Outlook Data File includes viewing options on the bottom of the screen. For example, "Normal" or "Calendar and Tasks" view.

• Click the "Insert" tab to add more elements. For example, "Attach File," "Signature" or "Chart."

• The "Appointment" tab includes the "Options" group that indicates your availability. For example, "Free" or "Out of Office."

• Outlook issues a reminder 15 minutes prior to your appointment. To change this default reminder, click the preferred reminder time in the "Appointment" tab's "Options" group.

References

• Microsoft Office: Support, Outlook 2010, Schedule an Appointment

Resources

• Microsoft Office: Support, Outlook 2010, Change an Appointment, Event or Meeting