How to Set Up an Outlook Calendar Event

Outlook Calendar is a powerful tool for scheduling meetings, appointments, and reminders. Follow these simple steps to create a new event using the Outlook desktop app or the Outlook web version.

✅ Before You Begin

Make sure you:

• Are signed in to your Outlook account

• Have access to your Outlook calendar

• Know the date, time, and participants (if any) for your event

🖥️ For Outlook Desktop App

Step 1: Open Calendar

• Launch Microsoft Outlook.

• Click the Calendar icon at the bottom-left corner.

Step 2: Create a New Event

• Click New Appointment or New Meeting on the Home ribbon.

  • Use New Appointment for personal or solo reminders.

  • Use New Meeting to invite others.

Step 3: Fill in Event Details

• Title: Enter a clear subject or name for your event.

• Location: Add a physical address or select Teams Meeting to make it virtual.

• Start and End Times: Choose your event’s start and end date/time.

• Description (optional): Add details, agenda, or notes in the message body.

Step 4: Invite Attendees (for Meetings)

• Click Invite Attendees (if using New Meeting).

• Add email addresses in the To field.

Step 5: Save and Send

• Click Send (for meetings) or Save & Close (for appointments).

🌐 For Outlook on the Web (Outlook.com or Office 365)

Step 1: Go to Calendar

• Open Outlook on the web.

• Select the Calendar icon from the left-hand menu.

Step 2: Create a New Event

• Click New Event (top left) or click directly on a time slot in the calendar.

Step 3: Add Event Info

• Fill out:

  • Event Title

  • Date and Time

  • Location or select Teams meeting

  • Details/Notes

Step 4: Add People (Optional)

• Use the Invite attendees field to add participants.

Step 5: Save

• Click Save (for personal events) or Send (for meetings with others).

🔁 Editing or Canceling an Event

• Open the event from your calendar.

• Choose Edit to make changes.

• Click Cancel to remove the event (you can choose to notify attendees).

💡 Tips

• Use Recurrence for repeating events like weekly team meetings.

• Set Reminders so Outlook can notify you before the event.

• Use Categories or Colors to organize your calendar visually.