The start of the appointment is defined in the Start field (date) and the time in the second field. The same applies to the end of the appointment (right half of the screen). The "Show only working hours" checkbox changes the time division of the calendar from 24 hours to working hours from 8 am to 4 pm.

In the left-hand column, select the participants and enter their names. The meeting point (room) is defined below this. If you click on the arrow next to "Select rooms", a new window will open and suggest rooms.

The top navigation bar can be used to send and save appointments, attach files, repeat appointments and delete invitations. You can check the participants entered and set the importance, as well as print out the current view.

The question mark in the top right-hand corner takes you to the help page.

Send updates

After you have processed an appointment, send an update of the request to all recipients.

Delete an individual appointment

If you delete an appointment, you should inform all those affected. Delete the appointment from your calendar and send the cancellation to everyone involved.

Canceling a recurring appointment

Open the appointment in your calendar, set a new end date and send an update to everyone involved. The past appointments remain in the calendar, all future appointments are deleted.

Change the organizer

An existing meeting cannot simply be transferred to a new owner. The simplest solution is to change the owner of the appointment: The current owner sets a new end date, which ends the appointment immediately. The new owner creates a new appointment and sends it to all participants.

Prevent appointments from disappearing

If you use Outlook on different computers and have accepted an appointment on one device, do not delete the notification. If the message is still there on the other devices, simply confirm it again. If you delete the request on one device after you have accepted it on the other computer, the appointment may disappear from your calendar.

Always edit appointment changes and updates from the mailbox

Outlook allows you to accept or cancel appointments in the calendar function. Unanswered requests in your mailbox can lead to confusion for other participants, as you do not know whether the appointment has been confirmed or not.

Separate private content from appointment content

Avoid adding private notes to appointment notes in the calendar. If the organizer sends an appointment update, your notes will be deleted.

Do not move appointment requests

As long as you have not answered requests or they do not appear in your calendar, you should not move the requests to another folder.

Appointment confirmation

Outlook uses a so-called "sniffer". When you receive an appointment request, it is provisionally entered in the calendar, but not confirmed or canceled. You must do this yourself via your mailbox.

Invite additional participants

If you would like to invite participants to an appointment at a later date, pass this on to the organizer, who can add the person and send an update to everyone.

Convert an appointment into a request

Open the appointment in your calendar, click on "Invite people" and send the invitation. A request is created from your appointment.

Delete an appointment from the calendar

Click Remove in your calendar to delete a canceled appointment. If you only delete the notification in the mailbox, the appointment will remain in the calendar.

Do not change any existing participant lists

If you want to change the list of participants, delete the request and create a new request in which you enter all additional participants.

Invite participants

It is best to invite participants individually and not via distribution lists. If you prefer to use distribution lists, expand the selected list to display all members of the list.