Microsoft Calendar allows you to schedule your work week, using different types of appointments such as Clients Scheduled Work, Staff and Clients' Meetings and Private appointments. You can also schedule recurring appointments and move appointments around your Calendar.

Clients' Scheduled Work

There are two types of Client's scheduled Work appointments:

• Strict Bookings > These are bookings that involve a specific Client's action or response. With these types of bookings, we have a commitment with the Client that work will be submitted/completed by the agreed appointment time. This also should be a time where you should not be disturbed by other Team Members.
• Flexible Bookings > These bookings are set to manage work and time capacity, although they are appointments they are more tasks to complete. As they don't involve the Client directly, they can move around (for example you may have a General Bookkeeping work scheduled at 10 am on Thursday, this can be completed at any time during that day. The 10 am timeslots is simply a placeholder to give Management an idea of your weekly workload.)

To identify the two appointment types (Strict Vs Flexible), we use the appointment icons.

Other appointment icons to use are:

• Annual Leave
• Personal Leave
• Team Meetings
• Lunch 
• Internal Work 
• Learning & Development
• On-site appointments
• Support Desktop (Rostered day) 

Schedule Appointments

1. In your Office Calendar click on the date and timeslot you want to schedule the appointment
   
   è  A Calendar Invite pop up screen appears
   
   
   
   
2. Click on More options
   
   è  The Calendar Invite screen opens
   
   
   
   
3. Select/Enter the following details
   • Appointment Name > Select the appointment icon, type the Client ID | #appointment details
   • Invite Attendees > if you need to include another Team Member or a Client, select their details by typing their email address
   • From/To Time > Type the start time and end time of the appointment (schedule timeslots in 15 minutes increments)
   • Remind Me > Set the reminder time. You can also click on Add email reminder and customise the reminder email text
4. Click on [Categorise] and select the correct Activity/Appointment category
5. Click on [Save] or [Send]
   
   è  A The appointment appears on your Calendar screen

Schedule a Private Appointment

When you create a Private appointment other Team Members that have access to your Calendar can see the appointment scheduled date and time, but are unable to see the appointment details. 

1. Follow steps 1 - 4 on how to schedule an appointment then click on [Busy] > Private
   
   è  The Calendar Invite screen
   
   
   
   
2. Click on [Save] or [Send]

Schedule a Recurring Appointment

1. Follow steps 1 - 4 on how to schedule an appointment then click on Repeat > Custom
   
   è  The Calendar Invite screen
   
   
   
   
2. Set the Repeating frequency, day(s) and End Date, then click on [Save] 
   
   è  The Repeat screen
   
   
   
   
3. You can also make the recurring appointment Private
4. Click on [Save] or [Send]

Accept or Reschedule appointments

Reschedule appointments

At times you may need to reschedule appointments, to reschedule an appointment, simply drag and drop the appointment to the new scheduled time.

If you are rescheduling a recurring appointment Office Calendar will ask you if you want to reschedule a single date or the entire series.

Accept or Decline appointments

If you receive an invite to an appointment scheduled by one of your Team Members or a Client, you can:

• Accept the Invite
• Tentatively accept the invite
• Reject the invite

To action on an appointment:

1. Click on the appointment on your Calendar
   
   è  The Appointment screen
   
   
   
   
   
2. Click on Yes, I'll attend, you can then select: Yes, Maybe (Tentative) or No
3. If the appointment is recurring, you can choose whether to accept/decline the individual appointment or the entire series