What is the Difference Between Appointment and Meeting in Outlook?

In the introduction section, it is quite difficult to explain the difference, but after reading the complete article it’s easy to understand the difference between appointments and meetings in Outlook.

Microsoft Outlook provides an efficient way to schedule and manage both personal and business appointments.

It is quite common for users to confuse setting up appointments with setting up meetings, as both are similar.

However, there are certainly important differences between the two.

It’s important for everyone to understand the difference between an Outlook Appointment vs a Meeting as it could have major implications in terms of time management and collaboration.

If you don’t know the difference, your workflow could be impacted drastically.

In this article, we discuss what an Outlook Appointment and a Meeting are, their respective features, pros, and cons.

Visual Difference between appointment vs meeting

Not only that ~

According to the oxford dictionary, the meaning of both is the word.

Appointment [Noun]

[countable] a formal arrangement to meet or visit somebody at a particular time, especially for a reason connected with their work.

Meeting [Noun]

[countable] an occasion when people come together to discuss or decide something.

Microsoft Outlook is exactly working the same for you.

So how does it work?

Difference between Outlook Appointment vs Meeting

A meeting is an appointment, but the appointment is not a meeting.
  • Appointment – An appointment is an activity to remind yourself or schedule an engagement at a specific time. The involvement of any other person is not required so there is no email send option available in Outlook, all you must do is create & save your appointment. Here is the snapshot of major options in outlook 2019.
outlook appointment vs meeting
  • Meeting – A meeting always includes more than one person, for the purpose of execution of the meeting you are required to select the members (attendees) and send an email invitation, there is an option to reschedule or set up a recurring meeting. For sending a meeting invitation you must create an email and send them. Here is the snapshot of major options in outlook 2019.
difference between appointment and meeting

If you dig deeper there are multiple similarities and multiple differences in Outlook meetings and appointments.

What is the key difference between an appointment and a meeting in Outlook

In Microsoft Outlook, an appointment and a meeting are similar in that they both allow you to schedule time on your calendar. However, there are some key differences between the two:


  • An appointment is a time slot that you reserve for yourself on your calendar.
  • It doesn’t involve any other attendees and can be seen only by you.
  • It is intended to block off time for a specific activity or task that you need to complete.


  • A meeting is an appointment that involves other people.
  • It allows you to schedule time with one or more attendees to meet, discuss, or collaborate on a project.
  • You can send meeting invitations to other people, and they can accept or decline the invitation.
  • Meetings can be scheduled as either an online meeting or an in-person meeting, depending on your needs.

In summary, an appointment is a personal time slot on your calendar, while a meeting involves scheduling time with other people.

Wrap Up

In conclusion, understanding the difference between an appointment and a meeting in Outlook can help you ensure that the appropriate people are included in important events.

Appointments are for personal use, while meetings are for collaborative events with multiple people involved.

By using Outlook’s meeting scheduling tools, you can ensure that everyone involved is properly notified and prepared for the event.

Also, Read:

Leave a Comment