What is the Difference Between Appointment and Meeting in Outlook?

Last Updated on June 6, 2023 by Amit Bansal

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.

Here’s a tabular comparison of the key differences between appointments and meetings in Outlook:

PurposeCan be a one-time or recurringCollaboration and coordination among participants
ParticipantsOnly the creatorMultiple participants
InvitationNot sent to othersSent to participants’ inboxes as invitations
OrganizerCreatorCreator of the meeting
Response TrackingNot applicableParticipants can accept, decline, or propose changes
NotificationsNo notifications to participantsUpdates and changes generate notifications
AvailabilityOnly affects the creator’s calendarScheduling depends on participants’ availability
RecurrenceNot applicableCan be one-time or recurring
PrivacyNot applicableCan be set as private, limiting visibility
ExamplesPersonal reminders, tasks, and commitmentsTeam meetings, project discussions, conferences

This table provides a concise overview of the main distinctions between appointments and meetings in Outlook, highlighting their purposes, participant involvement, invitation process, response tracking, notifications, availability considerations, recurrence options, privacy settings, and examples of use cases.

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.

Frequently Asked Questions (FAQs)

Can others see my appointments in Outlook?

By default, others cannot see your appointments in Outlook. However, you can choose to share your calendar with others, which will allow them to see your appointments.

You can also choose to mark appointments as private, which will prevent others from seeing the details of the appointment.

What are three options for creating a meeting in the meeting window?

In the meeting window, you have three options for creating a meeting:

  1. Invite Attendees: This option allows you to invite attendees to the meeting and send them a meeting request.
  2. Scheduling Assistant: This option allows you to check the availability of attendees and find a time that works for everyone.
  3. Room Finder: This option allows you to find and reserve a meeting room for the meeting.

How to share an appointment on Outlook calendar?

To share an appointment on Outlook calendar, you can choose to share your calendar with others.

You can also send an email invitation to the appointment to the attendees, which will include the appointment details.

What allows Outlook to automatically flag?

Outlook can automatically flag appointments and meetings based on certain criteria, such as the start time, end time, and location of the appointment.

This can be useful for reminding you of upcoming appointments or meetings.

What changes an appointment to a meeting in Outlook?

An appointment can be changed to a meeting in Outlook by adding attendees to the appointment.

Once attendees are added, the appointment will become a meeting, and a meeting request will be sent to the attendees.

What is the difference between appointments, meetings, and tasks in Outlook?

An appointment is an event that only affects your own calendar. A meeting is an event that involves other people and affects their calendars as well.

A task is a to-do item that is associated with a due date and can be tracked in Outlook.

Also, Read:

Amit Bansal

Hello, my name is Amit Kumar Bansal, and I am the founder of MailSmartly.com. Through this blog, I focus on Microsoft Outlook, offering insightful and informative content. Additionally, I produce educational videos on YouTube to further enhance the understanding of my audience. visit my YouTube Channel

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