Outlook Calendar - Meetings vs. Appointments

Posted on:  06/16/2022
Outlook Calendar - Meetings vs. Appointments

In Outlook we live in our calendar. We have three different types of calendar items - Meetings, Appointments, and Events. When do you use each? 

Outlook Calendar Meetings vs. Appointments

Outlook Calendar Meetings vs. Appointments

We will look at scheduling meetings, appointments, and all-day events. The main distinction is Appointments are for you and have a start and end time. Meetings are for you and someone else or multiple people and have a start and end time.  All Day Events are usually for you and do not have a specific time like appointments do.

Appointment in Outlook

Outlook Appointment - Just you. You don't invite anyone

Outlook - Meeting

Outlook Meeting - You invite other people.

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Outlook Recurring Appointments and Meetings - Examples

Recurring Appointments and Meetings in Outlook

Recurring Appointments and Meetings in Outlook

For both appointments and meetings you can have recurring events. The recurrence can be 

  • Daily
  • Weekly
  • Monthly
  • Yearly

Examples of recurring daily appointments:

  • Checking your emails in the morning.
  • Lunch

Examples of weekly or monthly meetings:

  • Staff meetings
  • Project meetings

 

 

Frequently Asked Questions about Calendar items

Can I add or remove someone from a meeting invite?

Yes, open the meeting and delete or add an email. When you send by clicking Send Update, you will get the option to only Send update only to added or deleted attendees. That is the option you want to select. One exception would be if you added someone and changed the date or time of the meeting. Then, everyone would need to know. 

Outlook - Send update to added or deleted attendees

Outlook - Send update to added or deleted attendees

What is an all-day Event?

An all-day events has no start or stop time. An example would be if you were going on vacaton or holiday. You may be out of the office from August 13 to August 17. That is an all day event. One recommendation is to set the Show As to Out of Office. 

Outlook - Event

Outlook Event - All Day

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Outlook Calendar - Meetings vs. Appointments

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Chris Menard

Chris Menard is a Microsoft Certified Trainer (MCT) and is employed full-time as a Trainer for BakerHostetler, one of the nation’s largest law firms. Menard has a YouTube channel with other 750 technology videos covering Excel, Word, Zoom, Teams, Outlook, Gmail, Google Calendar, and other resources that over 10 million viewers have appreciated.

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