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Creating Single Occurence Calendar Items

Learn how to set up one-time appointments.

Creating Calendar Items

Schedule an appointment when you would like to block out time on your calendar for yourself. For example, schedule an appointment for yourself to work on a specific project or when you have a medical appointment.

You can make appointments private so that colleagues with whom you have shared your calendar cannot view the details of your appointment.

Scheduling one-time appointments on your calendar

To schedule one-time appointments with:

  • Microsoft Outlook 2007
    1. Select Calendar in the Navigation Pane.
    2. Select File > New > Appointment.
    3. Enter (optional) name or topic of the appointment for Subject.
    4. Enter (optional) place or address for Location.
    5. Select the time and date that the appointment will occur:
      • Select the date and time you want the calendar item to begin for Start time.
      • Select the date and time you want the calendar item to end for End time.
      • Select All day event if you want the calendar item to span all 24 hours of the day.
    6. Choose the way your appointment will be displayed on the Calendar for Show As:
      • Select Free to indicate that you are available during the appointment.
      • Select Tentative to indicate that you may or may not be available during the appointment.
      • Select Busy to indicate that you are unavailable during the appointment.
      • Select Out of Office to indicate that the appointment will take place outside of your workplace.
    7. Select the amount of time prior to the appointment that you would like Outlook to remind you of the appointment for Reminder.
    8. Select Private to prevent your colleagues (with whom you have shared your calendar) from seeing the details of the appointment.
    9. Click Save & Close.
  • Microsoft Outlook 2010 and 2013
    1. Select Calendar in the navigation Pane (located by default to the left in Office 2010, the bottom in 2013).
    2. Select New Appointment at the top.
    3. Enter (optional) name or topic of the appointment for Subject.
    4. Enter (optional) place or address for Location.
    5. Select the time and date that the appointment will occur:
      • Select the date and time you want the calendar item to begin for Start time.
      • Select the date and time you want the calendar item to end for End time.
      • Select All day event if you want the calendar item to span all 24 hours of the day.
    6. Choose the way your appointment will be displayed on the Calendar for Show As:
      • Select Free to indicate that you are available during the appointment.
      • Select Tentative to indicate that you may or may not be available during the appointment.
      • Select Busy to indicate that you are unavailable during the appointment.
      • Select Out of Office to indicate that the appointment will take place outside of your workplace.
    7. Select the amount of time prior to the appointment that you would like Outlook to remind you of the appointment for Reminder.
    8. Select Private to prevent your colleagues (with whom you have shared your calendar) from seeing the details of the appointment.
    9. Click Save & Close.
  • Microsoft Outlook 2011
    1. Select Calendar in the View Switcher.
    2. Select Home tab > Appointment.
    3. Enter (optional) name or topic of the appointment for Subject.
    4. Enter (optional) place or address for Location.
    5. Select the time and date that the appointment will occur:
      • Select the date and time you want the calendar item to begin for Start time.
      • Select the date and time you want the calendar item to end for End time.
      • Select All day event if you want the calendar item to span all 24 hours of the day.
    6. Choose the way your appointment will be displayed on the Calendar for Status:
      • Select Free to indicate that you are available during the appointment.
      • Select Tentative to indicate that you may or may not be available during the appointment.
      • Select Busy to indicate that you are unavailable during the appointment.
      • Select Out of Office to indicate that the appointment will take place outside of your workplace.
    7. Select Private to prevent your colleagues (with whom you have shared your calendar) from seeing the details of the appointment.
    8. Select Save & Close.
  • Microsoft Outlook Web Access (OWA)
    1. Select Calendar view.
    2. Select New Appointment.
    3. Enter (optional) name or topic of the appointment for Subject.
    4. Enter (optional) place or address for Location.
    5. Select the time and date that the appointment will occur:
      • Select the date and time you want the calendar item to begin for Start time.
      • Select the date and time you want the calendar item to end for End time.
      • Select All day event if you want the calendar item to span all 24 hours of the day.
    6. Choose the way your appointment will be displayed on the Calendar for Show time as:
      • Select Free to indicate that you are available during the appointment.
      • Select Tentative to indicate that you may or may not be available during the appointment.
      • Select Busy to indicate that you are unavailable during the appointment.
      • Select Out of Office to indicate that the appointment will take place outside of your workplace.
    7. Select Private to prevent your colleagues (with whom you have shared your calendar) from seeing the details of the appointment.
    8. Select Save & Close.

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