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Create an Appointment

  1. Click File, New, Appointment.
  2. A new appointment window will display. This window will appear similar to that of a new e-mail. Type in the subject and location in the respective fields, and add desired text information in the main message box.  Select the Start time and End time from the drop down menus, or click the check box beside All day event if the event is scheduled to last the entire day.
  3. Click the Invite Attendees button to indicate the recipients of the appointment.
  4. Enter the names of those invited in the To… field, or select the names from the Address Book.
  5. Reminder: Under Options, select the Reminder drop-down and set how long before the event you wish a Reminder to pop up.
  6. Setting a Recurrence: If the meeting will be held on a regularly-scheduled basis, then setting a Recurrence will cause the Appointment to repeat automatically.
    To set a Recurrence:
    Select the Recurrence button.

    Set the Start and End times, Duration, Recurrence Pattern, and Range of Recurrence. Once finished, select OK.
    The appointment window will display with a recurrence message.
  7. Categorize: Select the Categorize button to open a drop-down menu. If desired, select a Category color. This function will cause the Appointment to appear as a different color in the Attendee’s email.

  8. Importance: You can also flag the Appointment as either High Importance or Low Importance by selecting the respective buttons, found next to the Categorize button.
  9. Once finished, click Send.
  10. The appointment will appear on selected recipients’ calendars.
  11. At the indicated time, an appointment reminder window will display on the attendee’s system (refer to step 5, above). When the reminder window pops up, you can remove the pop-ups by clicking Dismiss.