To open the item window, in which you can make other changes, do either of the following:
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In recurring items, the tab names include Occurrence or Series to indicate whether you’re editing one or all occurrences of the item. In single-occurrence items, these tabs are labeled Appointment, Event, Meeting, or Invited Event. The time zone can be specified only in the item window the other options can be set on the item type–specific tab in the item window or the item type–specific tool tab that appears on the Outlook ribbon when you select an item on the calendar. Alternatively, you can edit the item later and configure any of these options. You can specify time zones, your availability, the reminder time, and the recurrence, and mark an item as private, when you create the item. Private items are indicated on the calendar by a lock, and identified to other people as Private Appointment rather than by the subject. Privacy You can tag a calendar item as Private if you want to ensure that the details aren’t displayed when you share your calendar or send calendar information to other people. Recurring items are indicated on the calendar by circling arrows.
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When making changes to a recurring item, you can choose to update all occurrences or only an individual occurrence of the appointment. The individual occurrences of the recurring item are linked. You can set the item to recur until further notice, to end after a certain number of occurrences, or to end by a certain date. A recurring calendar item can happen at almost any regular interval, such as every Tuesday and Thursday, every other week, or the last weekday of every month.Ĭonfiguring a recurrence creates multiple instances of the item on your calendar at the time interval you specify. Recurrence If you have the same appointment, event, or meeting on a regular basis-for example, a weekly exercise class, a monthly team meeting, or an anniversary-you can set it up in your Outlook calendar as a recurring item. You can turn it on in the Calendar Options section of the Calendar page of the Outlook Options dialog box.
This option is turned off by default in Outlook 2016. Reminders can be indicated on the calendar by a bell icon.
The default availability for new appointments and meetings is Busy, and for events is Free. Your availability is visible to other Outlook users on your network and is also displayed when you share your calendar or send calendar information to other people. The appointment or event is color-coded on your calendar to match the availability you indicate. This is useful when your “appointment” is an airplane flight with departure and arrival cities located in different time zones, and you want the flight to show up correctly wherever you’re currently located.Īvailability When creating an appointment or event, you indicate your availability (referred to as Free/Busy time) by marking it as Free, Working Elsewhere, Tentative, Busy, or Out Of Office. You have the option of specifying different time zones for the start time and the finish time. This helps to ensure that the start and end times are clearly defined when you’re traveling or inviting people in multiple time zones to an online meeting.