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Managing appointments

Administrators can manage all Schedules appointments. Self-Editors can manage appointments assigned to themselves; Viewers cannot edit, even when assigned. See Permissions.

Create an appointment​

  1. Open Schedule and navigate to the desired date and person's row.
  2. Select an empty slot and open the editor. On desktop, the context menu also offers a new appointment.
  3. Enter a title, start/end time and assignees. Add a project, location and description as needed.
  4. For a whole-day appointment, enable All day rather than entering a timed duration.
  5. Save and check the result in the calendar.

A Self-Editor must include themselves as an assignee. A project organizes and colours an appointment; it does not determine who can edit it. Projects marked archived are unavailable for new selections.

Edit, move and resize​

Open an appointment and use its edit action, change the fields and save. On desktop you can also move it by dragging, or resize its edge to change duration. Review the date and assignees afterwards. Enable drag/resize confirmation in My Settings to review these changes before committing.

Outlook appointments shown through the overlay are read-only in Schedules. Edit them in Outlook.

Recurring appointments​

Use the recurrence controls in the editor, or the desktop context menu's recurring-appointment action. Choose the repeat pattern and its end condition, then save.

  • Edit occurrence: changes a single instance, not the whole series.
  • Edit series: changes the repeating appointment.
  • Delete occurrence: removes one instance.
  • Delete series: removes the series.
warning

Confirm whether you are changing one occurrence or the series before saving, moving or deleting. Start with a test series if you are unfamiliar with recurrence.

Copy and paste​

On desktop, open the appointment's context menu and choose Copy, then open the destination slot's context menu and choose Paste. Review the new appointment in the editor, especially its date, duration, assignees and recurrence, before saving. Pasting is subject to your editing permissions. Clipboard availability depends on the Teams/browser host; if unavailable, create a new appointment manually.

Timezones and all-day appointments​

The scheduler uses your selected timezone from My Settings, or the browser timezone when unset. For timed appointments, an explicit appointment timezone is kept; otherwise new appointments inherit the effective scheduler timezone.

All-day appointments are date-based and do not use the timed appointment timezone selector. Check the all-day dates rather than treating them as a fixed number of hours. For a recurring timed appointment across daylight-saving changes, check occurrences on both sides of the change.

Delete and notify​

Use the appointment's delete action; for a recurring appointment, choose occurrence or series deliberately. The app has no appointment recycle bin. Consider the notification settings before making bulk changes: assigned colleagues may receive updates.