Appointments, Meetings and Events

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About this lesson

Use these scheduling tools to schedule appointments, meetings and events and make it easy for others to confirm their attendance.

Lesson versions

Multiple versions of this lesson are available, choose the appropriate version for you:

2016, 2019/365.

Exercise files

Download this lesson’s exercise file.

Appointments, Meetings and Events.docx
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Quick reference

Appointments, Meetings, Events

These are all Calendar items; the difference is if other people or resources are invited.

When to use

Appointments are placeholder items on your Calendar.  Meetings include invitations to co-workers or individuals 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

  1. To schedule Appointments:
  1. Click and drag a time increment on your calendar,
  2. Type the name of the appointment and press enter
     

 

  1. To schedule Meetings:
  1. Click an existing Appointment and notice the Calendar Tools ribbon”
     
  2. Select “Invite Attendees”

 

  1. An Email template appears; fill in the To: line, the Location line, and click SEND

    Recipients will receive an email with a Calendar icon; they will click to Accept or Decline the meeting:

     
  2. When a meeting is scheduled, a new ribbon called “Calendar Meeting” appears and includes a Tracking button and a Cancel Meeting button:
            
           
  3. The Tracking button provides details about who responded to the meeting request:

     
  4. If a meeting is Cancelled, the meeting attendees will receive a cancellation email:
  1. To schedule Events:
    1. Click above the Calendar schedule area and type the name of any event:
    2. In the case of a birthday or repeating event, you can make it “Recurring”.
                
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  • 00:04 In this video, I'd like to show you the difference between an appointment,
  • 00:08 a meeting, and an event.
  • 00:10 An appointment is pretty simple, you just click and
  • 00:13 drag the area of the appointment, go ahead and type the name, and hit enter, the only
  • 00:17 thing that changes on the screen is up on top, I have a calendar appointment ribbon.
  • 00:23 I have various items I can do up here and I do have one item right here called
  • 00:27 Invite Attendees and this is going to switch this appointment into a meeting.
  • 00:32 When I click invite attendees, my screen changes into basically an email.
  • 00:37 I'm gonna go ahead and type in the email address of the person I'm sending
  • 00:40 it to- in this case it is myself.
  • 00:42 I can add the location that it will be held in, and
  • 00:48 I can add details and I'll go ahead and send it.
  • 00:53 Now an email just got sent to that person, I'll go ahead and go to my Inbox so
  • 00:57 you can see what it looks like when it comes in.
  • 01:00 The email arrives not with an envelope but
  • 01:02 with a little tiny calendar with a couple people, little tiny people there.
  • 01:07 Well, it is an appointment, not an email.
  • 01:10 So right down here, the header would say, Accept or
  • 01:15 Decline or go ahead and look at your calendar.
  • 01:16 Because I sent it to myself it says no response required.
  • 01:19 I'll go ahead and click the no response required just because I want you to see
  • 01:22 that it will vanish from my inbox because it's not an email, it's an appointment.
  • 01:29 When I go back to my calendar appointment, when I click on it right up here,
  • 01:34 it no longer has an Appointment tab, but now it has a Meeting tab.
  • 01:38 Now the Meeting tab adds one extra button that wasn't on the Appointment tab, and
  • 01:41 that is the Tracking button.
  • 01:43 When I click Tracking, it allows me to see who all was invited, are they required or
  • 01:48 optional and did they respond to anything.
  • 01:50 So just so you know that.
  • 01:52 Now at this point, I also have the option to cancel the meeting.
  • 01:55 Now if I cancel this meeting, it's going to go ahead and send another email
  • 02:01 to the recipient to make sure they get it off their calendar.
  • 02:06 So I'm gonna go ahead and hit send the cancellation go back to my email and
  • 02:12 when I do my send and receive,
  • 02:13 you're gonna see right here that I get another cancelled sender.
  • 02:18 All right, so just so you know, you hit the option there remove from calendar.
  • 02:23 All right, the last item on it I want to show you is the Events.
  • 02:27 I'm gonna back to my calendar.
  • 02:29 Now an event, isn't something scheduled during the day, it's an all day event, for
  • 02:34 instance, a Birthday.
  • 02:36 So I can schedule a birthday right here and
  • 02:39 it just holds a spot just acts as a reminder on my calendar.
  • 02:43 So maybe, I want to make sure that this birthday is scheduled every single year,
  • 02:48 well, that's called a Recurrence.
  • 02:49 I can do the recurrence on an event, on an appointment, on a meeting,
  • 02:53 maybe a weekly office meetings, I'm gonna go ahead and click the recurrence.
  • 02:57 And I can tell it not daily, weekly, monthly, but
  • 02:59 yearly on this particular date and I can tell it no end date, of course.
  • 03:05 If it's a birthday, and
  • 03:06 then end after ten occurrences and end by a certain time and hit OK.
  • 03:12 And now I'm going to go ahead and
  • 03:14 take a look at next year to see if it landed there.
  • 03:17 So a very quick right click Go To Date, and I can actually go ahead and
  • 03:22 change this to look at next year, hit OK,
  • 03:25 and sure enough, there is the birthday appointment right there.
  • 03:28 Now of course the quickest way to get back is to hit the Today button,
  • 03:32 right over here, brings you right back to today's date and the proper year.
  • 03:36 And that is the difference between appointments, meetings, and events.

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