Creating appointments and meetings in Outlook - Web App

Owned by Natasha Jennings
Last updated: Aug 08, 2024 by Robby Szolgyemy
5 min read

Creating an event (appointment or meeting) and booking a room

  1. Sign into the Outlook Web App using your 8-character UWaterloo username@uwaterloo.ca  (j25rober@uwaterloo.ca) and your password  

  2. Next, select the Calendar view from the top left

3. While under the Calendar view, select New Event. This will open a new window, as shown on the right.  

 

 

4. In the Title field, enter a name for the event

5. In the Location field, enter the location. If you’re scheduling an event and would like to host it using Skype or Microsoft Teams, select Add Online Meeting

6. In the Start time and End time fields:

a. Select the start date from the first dropdown calendar.

b. Select the end date from the second dropdown calendar

c. Enter the start and end times of the event or select the All day check box

d. Or use the scheduling assistant to find a time that people and rooms are available. The Scheduling Assistant is listed at the top of the event invitation

7. If the event is recurring on a regular schedule, follow the add a recurrence instructions

8. In the Reminder dropdown box, select the amount of time before the event, or Never, you'd like to receive a pop-up reminder. To receive an email reminder:

a. In the Email reminder dropdown, select the amount of time before the event you'd like the email reminder sent or select Custom for the reminder to be set at a specified time

b. Optional: Enter the reminder message

c. Click Save.

 

10. To add participants to the meeting/appointment, follow the inviting people instructions

11. Once all the necessary information has been added, click Save.



Adding a recurrence 

If an event is repeating on a regular schedule, you can add a recurrence instead of creating an event for each instance.

Example 1: Bi-weekly meetings

To schedule a meeting that occurs every other Tuesday from June to December:

  1. In the Repeat dropdown, select Custom...



  2. In the Occurs dropdown, select Weekly. Note: Each option will present different fields below.

    1. In the Repeat every.. field, enter 2

    2. Select the Tuesday checkbox

    3. Click Save

 

3. There are now two more fields:

a. In the Start field, enter the start date for the recurring events: first Tuesday in June

The default is the date automatically listed in the Start field

b. In the To: field, enter the end date for the recurring events: last Tuesday in December 2021

The default is None

 



Example 2: Twice per month meetings

To schedule an appointment or meeting that occurs every second and fourth Tuesday of the month indefinitely, you need to create two events that recur monthly, one for the second Tuesday and one for the fourth Tuesday.

  1. In the Start field, select the date of the first meeting on the second Tuesday of the month. The options now available in the Repeat dropdown list are based on the date in this field.

  2. In the Repeat dropdown, select Every second Tuesday.

  3. Repeat for the fourth Tuesday of the month.

 

Inviting people

When creating the event invitation, you can send invitations based on whether the attendees are required to join the meeting or no.

If an attendee is required to participate in the meeting, enter their email address in the Invite Attendees.. field. This will automatically add them as a Required Attendee. If the attendee is not required to participate, enter their email in the Invite Attendees.. field, and select Optional. This will automatically add them as an Optional Attendee.

  1. Enter the email addresses of the people you'd like to invite to the meeting, separated by semi-colons. As you type, an auto-complete list will display people you've previously emailed. Click on an entry to add that person to the Invite attendees.. field

As you type, an auto-complete list will display people you've previously emailed. Click on an entry to add that person to the Invite attendees.. field.


2. Click Save

Using the scheduling assistant

A scheduling assistant is a useful tool for determining meeting times. It allows you to simultaneously view the calendars of all invited people (if they have a UWaterloo Exchange account) and rooms to coordinate event times.

  1. At the top of the event invite, select the Scheduling assistant. This will open a new window, shown on the right.

 

2. In both Attendees: field, start typing the names or email addresses of the people you'd like to invite to the meeting, an auto-complete list will display people you've previously emailed. If a person does not appear in the auto-complete list, click Search Directory. Click on an entry to add it to the Attendees: field.

3. Click the Add room button.

4. If there is a particular room you'd like to use, click Browse with Room Finder and enter fill in any necessary details

5. Browse through the calendar to find a time with no or few conflicts.

6. Click on the time you'd like the meeting to begin. The Start and End fields will be updated accordingly.

7. Change the end time to adjust the length of the event. The default is 30 minutes.

8. Click Done.

 

 

Related articles