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Outlook - Calendar
Schedule an appointment
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.
Schedule a Meeting
Send a meeting request to set up a time to meet with others and to track who accepts the request.
1. In Calendar, click New Meeting.
2. In the Subject box, tell your recipients what the meeting is about.
3. In the Location box, tell your recipients where this meeting will be held. If you use a Microsoft Exchange account, click Rooms to check availability and reserve rooms.
4. In the Start time and End time lists, click the meeting start and end times. If you check the All day event box, the event shows as a full 24-hour event, lasting from midnight to midnight.
5. In the meeting request, type any information you want to share with the recipients. You can also attach files.
6. Click Scheduling Assistant. The Scheduling Assistant for Exchange accounts helps you find the best time for your meeting by analyzing when recipients and meeting resources, such as rooms, are available.
7. Click Add Attendees, and then type the recipients' names, email addresses, or resource names (separated by semicolons) in the Required, Optional, or Resources boxes.
You can search for attendees by typing in the Search box, and then clicking Go. Click the name from the results list, and then click Required, Optional, or Resources.
Vertical lines represent the start and end times of the meeting. You can click and drag the lines to a new start and end time. For Exchange accounts, the free/busy grid shows the availability of attendees.
8. For Exchange accounts, the Room Finder pane contains suggested best times for your meeting (when most attendees are available). To select a meeting time, click a time suggestion in the Room Finder pane in the Suggested times section, or pick a time on the free/busy grid.
9. After your attendees are added, to switch back to the meeting request, on the ribbon, click Appointment.
10. Unless you want to make this a recurring meeting, click Send.
Make it a recurring meeting
1. Click Meeting > Recurrence.
Keyboard shortcut To schedule the meeting to repeat regularly, click Ctrl+G.
2. Choose the options for the recurrence pattern you want, and then click OK.
When you add a recurrence pattern to a meeting request, the Meeting tab changes to Meeting Series.
3. To send the meeting request, click Send.
Set or remove reminders
In Outlook 2016 for Windows, you can set or remove reminders for different items, such as email messages, meetings, and appointments.
Calendar appointments and meetings
For all new appointments or meetings
1, At the bottom, left corner of the screen, click Calendar.
2. To turn default reminders on or off for all new appointments or meetings, under Calendar options, select or clear the Default reminders check box.
3. If you select the check box, enter how long before the appointment or meeting when you want the reminder to appear.
For existing appointments or meetings
1. At the bottom, left corner of the screen, click Calendar.
2. Open the appointment or meeting.
Notes: If the Open Recurring Item box appears, do one of the following:
To set the reminder for just one appointment or meeting in a series, select Just this one, and click OK.
To set the reminder for all the appointments or meetings in a series, select The entire series, and click OK.
3. On the Appointment Occurrence (or Appointment Series) or Meeting Occurrence (or Meeting Series) tab, click the down arrow in the Reminder list, and select how long before the appointment or meeting you want to get a reminder.
To turn a reminder off, select None.
Note: For all-day events, the default reminder time is 18 hours in advance. Although you can't change the default for all of the all-day events that you create, you can change the reminder time on each appointment.
1. Open the email message.
2. At the bottom, left corner of the screen, click Mail.
3. On the Home tab, click Follow Up, and then click Add Reminder.
Tip: You can quickly flag email messages as to-do items by using reminders. Right-click the Flag Status column in the message list. Or if you have the message open, on the Message tab, in the Tags group, click Follow Up, and then click Add Reminder.
4. In the Custom dialog box, select or clear the Reminder check box. If you select the check box, enter the date and time when you want the reminder to appear.
5. Click OK.
Share your calendar with people inside your organization
1. Click Calendar.
2. Click Home > Share Calendar.
3. In the email that opens, type the name of the person in your organization that you want to share your calendar with in the To box. In Details, specify the level of details that you want to share with the person in your organization, and then click Send.
4. The person in your organization receives the sharing invitation in email, and then clicks Open this calendar.
5. The shared calendar displays in the person’s Calendar list.
Last Updated: 9/13/2019