Solved

all day events in outlook 2003

Posted on 2009-04-08
2
803 Views
Last Modified: 2012-05-06
I create a recurring all day event in outlook 2003 with time as "free".  When I invite other people, the time shows as "busy".  This doesn't happen if the all day event is not recurring.  Any way to get around this?
0
Comment
Question by:annielk
2 Comments
 
LVL 47

Accepted Solution

by:
apache09 earned 50 total points
ID: 24181783
All Day events in Outlook Default to Free.
This is because of the way Outlook defines All Day Event, Meetings, and Appointments

This can be avoided by, instead of making an appointment an All Day Event.
Select the hours of the appointment from say 8:00am to 11:59PM

If you insist on using All Day Events for creating appointments, you will have to manually change it from Free to Busy or vice versa.


See below for some additional information and explanations:

------------------------------------------------------------

Q. When creating a New All Day Event, in my Calendar, why does the Show As time default to Free?
A. This is the way it was designed to function as Outlook differentiates between Events, Appointments, and Meetings.

Because an event can be a Birthday, Holiday, or Special Occasion, Outlook defaults the Show As to Free so that you and others can still create bookings in your Calendar for that day without conflicts.

If you would like to change this from Free to Busy, Tentative or Out of Office, See Below:
________________________________________
Q. Whats the difference between Events, Appointments, and Meetings?
A. Outlook defines an Event as:  
An event is an activity that lasts 24 hours or longer. Examples of an event include a trade show, a seminar, or a vacation.
Usually an event occurs once and can last for one day or several days, but an annual event, such as a birthday or anniversary, occurs yearly on a specific date.
Events and annual events do not occupy blocks of time in your calendar; instead, they appear as banners. An all-day appointment displays your time as busy when viewed by other people, but an event or annual event displays your time as free.
Create an event
1.      In Calendar, on the Actions menu, click New All Day Event.
2.      In the Subject box, type a description.
3.      In the Location box, enter the location.
4.      To indicate to people who are viewing your calendar that you are out of office instead of free, on the Event tab, in the Options group, click Out of Office in the Show As list.
 
5.      If the event lasts longer than one day, change the values in the Start time and End time boxes.
6.      Click Save and Close.
 TIP   In Day/Week/Month view, you can quickly create an event by double-clicking the darker shaded area beneath the date heading of the day of the event.
________________________________________
A. Outlook defines an Appointment as:
Appointments are activities that you schedule in your calendar that do not involve inviting other people or reserving resources. You can schedule recurring appointments, view your appointments by day, week, or month, and set reminders for your appointments.
You can specify how the appointments in your calendar look to others by designating the time of the appointment as busy, free, tentative, or out of office. Also, others can give you permission to schedule or make changes to appointments in their calendars.
Create an appointment
1.      On the File menu, point to New, and then click Appointment.
Keyboard shortcut  To create an appointment, press Ctrl+Shift+A.
2.      In the Subject box, type a description.
3.      In the Location box, type the location.
4.      Enter the start and end times.
 TIP   You can type specific words and phrases in the Start time and End time boxes instead of dates. For example you can type Today, Tomorrow, New Years Day, Two Weeks from Tomorrow, Week from Yesterday, Three days before New Year's Day, and most holiday names.
5.      Select any other options that you want.
6.      To make the appointment recur, on the Appointment tab, in the Options group, click Recurrence  .
7.      Click the frequency (Daily, Weekly, Monthly, Yearly) with which the appointment recurs, and then select options for the frequency.
 
8.      Click OK.
9.      On the Appointment tab, in the Actions group, click Save & Close.
 TIP   Quickly add a new appointment by using the new Click to Add Appointment feature in Microsoft Office Outlook 2007. Rest your mouse pointer over any blank area on the calendar grid, and then click to add an appointment.
Change an appointment
1.      Open the appointment that you want to change.
2.      Do one of the following:
§      Change options for an appointment that is not part of a series  
1.      Change the options, such as subject, location, and time, that you want to change.
2.      On the Appointment tab, in the Actions group, click Save & Close.
§      Change options for all appointments in a series  
1.      Click Open the series, and then change any options, such as subject, location, and time, that you want to change.
2.      To change recurrence options, on the Recurring Appointment tab, in the Options group, click Recurrence, change the options, such as time, recurrence pattern, or range of recurrence, and then click OK.
3.      On the Recurring Appointment tab, in the Actions group, click Save & Close.
§      Change options for one appointment that is part of a series  
1.      Click Open this occurrence.
2.      On the Recurring Appointment tab, change the options, such as subject, location, and time, that you want.
3.      On the Recurring Appointment tab, in the Actions group, click Save & Close.
 TIP   In Calendar, you can drag the appointment to a different date and you can also edit the subject by clicking the description text, pressing F2, and then typing your changes.
Make an appointment recur
1.      Open the appointment that you want to set to recur.
2.      On the Appointment tab, in the Options group, click Recurrence  .
3.      Click the frequency  Daily, Weekly, Monthly, Yearly  with which you want the appointment to recur, and then select the options for the frequency.
 
4.      On the Appointment tab, in the Actions group, click Save & Close.
  Top of Page
Make an appointment private
1.      Create or open the appointment that you want to make private.
2.      On the Appointment tab, in the Options group, click Private.
Keyboard shortcut  To mark an item private, press ALT+H, V.
 IMPORTANT   You should not rely on the Private feature to prevent other people from accessing the details of your appointments, contacts, or tasks. To make sure that other people cannot read the items that you mark as private, do not grant them read permission to your Calendar, Contacts, or Tasks folders. A person with read permission to access your folders could use programmatic methods or other e-mail applications to view the details of a private item. Use the private feature only when you share folders with people whom you trust.
Set up or clear a reminder
Do one of the following:
§      For all new appointments that you create  
1.      On the Tools menu, click Options.
2.      To automatically turn a reminder on or off for new appointments, select or clear the Default reminder check box.
 
3.      If you select the check box, enter the amount of time before the appointment that you want the reminder to appear.
§      For existing appointments  
1.      Open the appointment, or, if the appointment recurs, open the series.
2.      To turn a reminder on or off, on the Appointment tab, in the Options group, in the Reminder list, click None or the time that you want to be reminded in advance of the appointment.
 
________________________________________
A. Outlook defines an Meeting as:
A meeting is an appointment to which you invite people or reserve resources for. You can create and send meeting requests and reserve resources for face-to-face meetings or for online meetings. When you create a meeting, you identify the people to invite and the resources to reserve, and you pick a meeting time. Responses to your meeting request appear in your Inbox. You can also add people to an existing meeting or reschedule a meeting.
Schedule an in-person meeting
1.      On the File menu, point to New, and then click Meeting Request.
Keyboard shortcut  To create a new meeting request, press CTRL+SHIFT+Q.
2.      In the Subject box, type a description.
3.      In the Location box, type a description or click Rooms to choose from rooms available for automatic scheduling by using Microsoft Exchange.
4.      In the Start time and End time lists, select the start and end time for the meeting. If this is an all day event, select the All day event check box.
 NOTE    An all day event is a full 24 hour event lasting from midnight to midnight. By default this time is displayed as Free. If you would like this time to Show As: Busy, Tentative, or Out of Office use the Show As Drop Down menu to change your selection.
 NOTE   By default, the current time zone setting on your computer system is used to schedule meetings. If you want to schedule meetings based upon an alternate time zone, on the Meeting tab, in the Options group, click Time Zones.
5.      Type any information that you want to share with the recipients, attach any files, or create a Meeting Workspace.
For more information about Meeting Workspaces, see the See Also section.
6.      On the Meeting tab, in the Show group, click Scheduling Assistant.
The Scheduling Assistant helps to find the best time for your meeting.
7.      Click Add Others, and then click Add from Address Book.
8.      In the Select Attendees and Resources dialog box, in the Search box, enter the name of a person or resource that you want to invite to the meeting. If you are searching with the More Columns option, then click Go.
9.      Select the name from the results list, and click Required, Optional, or Resources, and then click OK.
Required and Optional attendees appear in the To box on the Meeting tab, and Resources appear in the Location box.
The free/busy grid shows the availability of attendees. A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting.
 
The Suggested Times pane locates the best time for your meeting, which is defined as the time when most attendees are available. The best meeting time appears at the top of the pane. To select any of the suggested times, click the time suggestion in the Suggested Times pane. You can also manually pick a time on the free/busy grid.
 
10.      If you want to make the meeting recur, on the Meeting tab, in the Options group, click Recurrence, select the recurrence pattern, and then click OK.
When you add a recurrence pattern to a meeting request, the Meeting tab changes to Recurring Meeting.
11.      On the Meeting tab, in the Show group, click Appointment.
12.      Click Send.
Change a meeting
1.      Open the meeting that you want to change.
2.      Do one of the following:
§      Change options for a meeting that is not part of a series  
1.      Change the options, such as subject, location, and time, that you want to change.
2.      Click Send Update.
§      Change options for all meetings in a series  
1.      Click Open the series.
2.      Change any options, such as subject, location, and time, that you want to change.
3.      To change recurrence options, on the Recurring Meeting tab, in the Options group, click Recurrence, change the options, such as time, recurrence pattern, or range of recurrence, and then click OK.
4.      Click Send Update.
§      Change options for one meeting that is part of a series  
1.      Click Open this occurrence.
2.      On the Recurring Meeting tab, change the options, such as subject, location, and time, that you want.
3.      Click Send Update.
 TIP   In Calendar, you can drag the meeting to a different date and you can also edit the subject by clicking the description text, pressing F2, and then typing your changes.
Make a meeting recurring
1.      Open the meeting that you want to make recurring.
2.      On the Meeting tab, in the Options group, click Recurrence.
3.      Click the frequencyDaily, Weekly, Monthly, or Yearlywith which you want the meeting to recur, and then select options for the frequency, and then click OK.
4.      Click Send Update.
Make a meeting private
1.      Create or open the meeting that you want to make private.
2.      On the Meeting tab, in the Options group, click Options, and then click Private.
 IMPORTANT   You should not rely on the Private feature to prevent access by other people to the details of an meeting, contact, or task. To make sure that other people cannot read the item that you marked as private, do not grant them read permission to your Calendar, Contacts, or Tasks folder. A person with read permission to access your folders could use programmatic methods or other e-mail applications to view details of a private item. Use the Private feature only when you share folders with people who you trust.
Set up or remove a reminder
Do one of the following:
§      For all new meetings that you will create  
1.      On the Tools menu, click Options.
2.      To have a reminder automatically turned on or off for new meetings, select or clear the Default reminder check box.
3.      If you selected the check box, enter the amount of time before the meeting that you want the reminder to appear.
§      For existing meetings  
1.      Open the meeting or series if the meeting is recurring.
To have a reminder turned on or off, on the Meeting tab, in the Options group, select None or a listed reminder time.

0

Featured Post

Free book by J.Peter Bruzzese, Microsoft MVP

Are you using Office 365? Trying to set up email signatures but you’re struggling with transport rules and connectors? Let renowned Microsoft MVP J.Peter Bruzzese show you how in this exclusive e-book on Office 365 email signatures. Better yet, it’s free!

Join & Write a Comment

Marketers need statistics and metrics like everybody else needs oxygen. In this article we explain how to enable marketing campaign statistics for Microsoft Exchange mail.
Learn to move / copy / export exchange contacts to iPhone without using any software. Also see the issues in configuration of exchange with iPhone to migrate contacts.
In this video we show how to create a User Mailbox in Exchange 2013. We show this process by using the Exchange Admin Center. Log into Exchange Admin Center.: First we need to log into the Exchange Admin Center. Navigate to the Recipients >> Mailb…
In this video we show how to create an Address List in Exchange 2013. We show this process by using the Exchange Admin Center. Log into Exchange Admin Center.: First we need to log into the Exchange Admin Center. Navigate to the Organization >> Ad…

708 members asked questions and received personalized solutions in the past 7 days.

Join the community of 500,000 technology professionals and ask your questions.

Join & Ask a Question

Need Help in Real-Time?

Connect with top rated Experts

12 Experts available now in Live!

Get 1:1 Help Now