Outlook 2013 contains a lot of heavy duty tools for managing hectic diaries and schedules and is still a popular choice for many business owners. In the modern working world, its seems crazy that anybody would still be using a paper dairy (although I know of many people who still do!) We’ve covered this topic before, for earlier versions of  Microsoft office, so here is the updated version for those now using office 365 and office 2013. Click here if you are looking for information on scheduling meetings and appointments for an earlier version of Microsoft Outlook

Using  Outlook calendar for creating appointments and meetings is especially useful for customers who have a wider team that they like to share their calendar with, or perhaps those who come from a corporate background, where they have always been used to using  Outlook,  and they may prefer this to other cloud calendar solutions.  I do find Outlook is often the best option with the best functionality for clients who have extremely hectic schedules, it’s a much more robust solution than the likes of iCal or Google calendar.

So here’s the basics on how to use the meetings and appointments in Outlook 2013.

Creating Appointments

1. To create an appointment and/or reminder in Outlook 2013,  first of all open up the Calendar  you want to add the appointment to and click New Appointment in the top left corner. Make sure that you select the right date on the calendar.

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2. There are a number of options that you can change in the following window. Start with a succinct and descriptive title of your meeting – something that’s easily identifiable for both you and anyone else who might later have access to the calendar. Add a location and make use of the notes in the section below. Set the start and end time and mark whether or not the meeting is scheduled as an all-day long event, after which the options change. At this point, you can also choose to disable the reminder if you so wish, although in my experience, this a very useful function for most busy diaries!

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3. With Outlook, it’s possible to copy an appointment to multiple calendars. To copy this meeting to the calendar, click Copy to My Calendar. This will put the meeting on the calendar on the appropriate date and time and remind you when it is time.

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4. This is what the appointment looks like in the calendar, showing the Title and location (provided the time slot is big enough)

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5.  Depending upon the reminder set, you will also be alerted about the appointment and whether or not it has been overdue. The reminder shows the status, time and date of appointment. You also have the option of choosing whether to snooze or dismiss the reminders.

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Create a Shared Meeting in Outlook 2013

Creating a meeting in outlook 2013 is just as easy as creating an appointment. The procedure is simple, however the added benefit of a meeting is that you can send it to your colleagues and other users and even respond back to the meetings. This makes it easy to collaborate about your schedule on the go and keep others updated about your meetings. Meetings are similar to appointments in Outlook 2013 and detailed below is how you can create meetings:

1. To create a meeting, click New Meeting on the top right as shown below.

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2. A new meeting window will open up, similar to  the ‘Create an appointment window’. Type in the subject, location, start time and end time of the meeting. Keep in mind that this will be viewed by  other people, so make sure it is descriptive and clear. Is another handy function here is the ability to set the timezones, especially useful when collaborating with colleagues overseas, set the timezones at this stage, and also the reminder.
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3.  in the ‘To’ field, add in the  email addresses of the colleagues or contact that you would like to include in this meeting. These people will all receive an email notification inviting them to the meeting once your appointment is finished and sent.

4. When you are  done, click Copy to My Calendar to add this meeting to your calendar. You will be prompted to accept the meeting in a dialog box. Click OK.

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4. Finally, click Send to send the meeting invitation out to your selected contacts. You can expect to see replies come back from them as and when they accept or decline your invitation. Below is what a meeting looks like in the calendar. The reminders work the same way as they would with appointments, as mentioned earlier in this article.

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