Locked lesson.
About this lesson
Learn the difference between appointments and events, and how to schedule other events like Focus time and Teams meetings.
Exercise files
Download this lesson’s exercise file.
4.03, Cal Appts, Mtgs, Teams Mtg, Events - Exercise.docx87.7 KB
Quick reference
Appointments, Meetings, Teams Meetings, and Events
These are all Calendar items; the difference is if other people or resources are invited or not.
When to use
Appointments are items on your calendar you can set for yourself. Meetings include invitations to other people who need to attend. An event displays above the calendar to mark an important day that may still be used for appointments and meetings.
Instructions
To schedule appointments
- Click "New Appointment" and manually set the times, or drag a time increment on your calendar.
- Type the name of the appointment and press enter.
To schedule meetings
- Click an existing appointment and notice the Calendar Tools ribbon.
- Select Invite Attendees.
- An email template appears; fill in the To: line and Location line, and click Send.
- Recipients will receive an email with a Calendar icon; they will click to Accept or Decline the meeting.
- When a meeting is scheduled, a new ribbon called Calendar Meeting appears and includes a Tracking button and a Cancel Meeting button.
- The Tracking button provides details about who responded to the meeting request.
- If a meeting is Cancelled, the meeting attendees will receive a cancellation email.
To schedule events
- Click above the calendar schedule area and type the name of any event.
- In the case of a birthday or repeating event, you can make it “Recurring”.
- 00:04 In our calendar on the Home ribbon, we have new appointments, new meetings,
- 00:09 focus time, new items, which includes events and teams meetings.
- 00:14 So let's go ahead and get started with a brand new appointment.
- 00:16 Now, I can click the new appointment button, but
- 00:19 then I have to punch in my time and all of that.
- 00:22 I prefer to just select my time in the first place,
- 00:26 just click and drag the time of the appointment and start typing.
- 00:31 And when I hit Enter, there you go, my appointment is made.
- 00:34 Now, we have an Appointment ribbon.
- 00:36 I can open it, delete it, forward it, send a OneNote,
- 00:40 invite attendees, or turn it into a meeting.
- 00:43 See, appointments are just with you, meetings include other people.
- 00:47 I can show this as busy or free, have a reminder set up, or
- 00:51 I can set a recurrence on this meeting.
- 00:53 Maybe I need this to happen every week or every month, categorize it,
- 00:57 basically color code it, or set it as high importance, low importance, and
- 01:01 then we have the Private button.
- 01:03 The private means other people can see that you're busy, but
- 01:05 they can't see what you're busy with.
- 01:07 Okay, so let's set up a meeting.
- 01:09 I'll select some time on the next day, and this time, I'm going to to hit
- 01:13 the New Meeting button, which has two little people icons on it.
- 01:17 It opens it up, now I can start typing notice up here.
- 01:20 I have to invite someone along the location.
- 01:26 I can make it into a Teams Meeting, send a OneNote,
- 01:28 I can cancel the invite if I want.
- 01:30 I can check the names to make sure all the spelling's are correct and
- 01:34 all the other options that are on top of the Meeting ribbon.
- 01:37 I'll go ahead and hit Send and the email is going to go out.
- 01:39 This is an email screen that carries a calendar appointment with it.
- 01:43 Okay, let's do some focus time.
- 01:45 What is focus time?
- 01:46 It turns off the bells and whistles in Outlook.
- 01:48 So it turns off the reminders and the email notification,
- 01:51 all the sounds that are going to distract you.
- 01:54 That's what focus is for.
- 01:56 Now, let's do a new event.
- 01:58 So let's go ahead and click on the new items, All Day Events.
- 02:03 I'm going to title this one birthday.
- 02:05 Notice up on top, the ribbon says event.
- 02:07 I can invite attendees.
- 02:10 I'll go in, hit the Recurrence, and
- 02:12 this is going to recur yearly on the same day every year.
- 02:16 No End Date, of course, on a birthday and hit OK and Dave and Close.
- 02:21 Now, there's another way to do an event as well.
- 02:23 Above the times of your schedule, click into that top margin of the calendar.
- 02:27 Here, I'm going to put this one on a Monday.
- 02:31 Okay, just created an event.
- 02:32 I can double-click this, it does say, event, and now I'll hit the Recurrence.
- 02:37 This is monthly, so I'm going to to choose Monthly.
- 02:40 And I have the choice on the eighth day of every month, or
- 02:43 on the second of Monday of every month.
- 02:45 And then I'll end this after 12 occurrences and hit OK, Save and Close.
- 02:49 Let's check the second Monday of every month.
- 02:52 Let's go a month and the second Monday, there it is.
- 02:55 How about the following month?
- 02:56 Second Monday?
- 02:57 There it is, fantastic.
- 02:58 Okay, to reset my view, I'm just going to hit the Today button.
- 03:01 Now, let's make a Teams meeting.
- 03:03 Pre-select the area, hit the button, Teams Meeting, type in the title,
- 03:07 list the people that are required to attend.
- 03:10 And notice right down here in the details all of the information,
- 03:13 everyone needs to join the meeting, and hit Send.
- 03:16 Teams in Outlook are linked by your username.
- 03:20 So this is wonderful that I can create a Teams meeting within Outlook and
- 03:24 vice versa.
- 03:25 I could go to Teams and create a meeting and it would land on my Outlook calendar.
- 03:29 Okay, well, that's it for the quick review on Appointments,
- 03:34 Meetings, Focus Time, Events, and Teams Meetings.
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