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Outlook 2010 - Scheduling Free/busy times

You may want to add an appointment or activity in your diary that is for information only, and still want people to know that you are available for meetings.

By default, Outlook marks your activities as busy. This means that if others were to view your Calendar, you would appear as being unavailable. But you can change how an activity is marked so that others can see whether you really are free, busy or out of the office.

1. Create a new appointment.

2. In the New Appointment Window, click on the Meeting tab in the ribbon.

3. In the Options group, click the box next to Show As:.

4. From the drop down list, you can choose from:

  • Free
  • Tentative
  • Busy
  • Out of Office

The table below explains what each option means.

Free You can schedule/accept other appointments at this time.
The entry is marked in your Calendar with a solid white block on the left hand side.
Entry showing as free
Tentative
You are unsure if this meeting will go ahead (if you're the organiser) or if you will attend (if you're invited).
The entry appears in your Calendar block of diagonal lines running down the left hand side. 
Entry showing as tentative
Busy
You are unable to attend any other appointments at this allocated time. The entry appears in your Calendar without any additional block on the left hand side.
Entry showing as busy
Out of Office
You will be away at the allocated time.
The entry appears in your Calendar with a solid burgundy coloured block on the left hand side.
Entry showing as Out of Office

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Page last modified on 28 oct 10 10:12