Outlook allows users to create different types of calendar items like appointments, meetings, and events. While appointments and meetings are similar and often used interchangeably, events are different in Outlook. So are events the same as meetings in Outlook? The short answer is no, events and meetings are different calendar item types in Outlook.
Key Differences Between Events and Meetings
Here are some of the key differences between events and meetings in Outlook:
| Event | Meeting |
|---|---|
| Events have a start and end time but no duration. | Meetings have a start, end and duration. |
| Events do not block off time in attendees’ calendars. | Meetings block off time in attendees’ calendars. |
| Events do not require attendees. | Meetings require attendees. |
| Events cannot be scheduled as recurring. | Meetings can be scheduled as recurring. |
| Events do not allow tracking of responses. | Meetings allow tracking of attendee responses. |
As you can see from the table, events and meetings handle time, attendees, recurrence and responses differently in Outlook.
Detailed Comparison of Events and Meetings
Now let’s look at some of the key differences between Outlook events and meetings in more detail:
1. Duration
One major difference is that events do not have a set duration, while meetings do.
When you create a meeting in Outlook, you specify a start and end time which sets the duration of the meeting. This duration blocks off time in the calendars of all attendees.
Events on the other hand have a start and end time but no set duration. The event simply occurs within the start and end boundary but does not carve out a specific duration.
This difference affects the availability shown in attendees’ calendars. Meetings will show as busy time but events will not block availability.
2. Attendee Availability
As mentioned earlier, meetings block off time in the calendars of attendees whereas events do not.
When you add attendees to a meeting invite in Outlook, their availability is checked and the meeting is scheduled during available time. The meeting then shows as busy time in the calendars of all attendees.
Events do not require attendee availability. You can simply create an event by specifying start and end times without checking attendee calendars. The event will not show up as busy time for attendees.
This makes meetings better suited for inviting others and coordinating schedules. Events are better for personal reminders that don’t need to account for others’ availability.
3. Recurrence
Meetings support recurring scheduling but events do not.
You can schedule a meeting to repeat daily, weekly, monthly etc. in Outlook based on your needs. This is useful for recurring team meetings like weekly status updates.
Events cannot be scheduled to repeat. An event is always a one-time calendar item. If you need to create a recurring all-hands meeting or monthly presentation, you would need to use the meeting option.
4. Attendee Tracking
When you send a meeting invite in Outlook, you can track whether attendees have accepted, declined or not yet responded. Based on the responses, you’ll know if the meeting is confirmed or needs to be rescheduled.
For events, there is no attendee tracking. Since events do not require invites to be sent out, you cannot see if others will be attending. Events are primarily for personal reminders where attendance tracking is not necessary.
5. Scheduling Assistant
Outlook’s Scheduling Assistant is available for meetings but not events.
The Scheduling Assistant looks at the calendars of all attendees to a meeting and suggests the best time to schedule the meeting when everyone is available. This avoids the back and forth of finding a time that works for everyone.
Because events do not check attendee availability or block time in calendars, the Scheduling Assistant cannot be used to schedule events. You simply pick a start and end time for the event yourself.
When to Use Events vs Meetings
Given the differences, when should you use events versus meetings in Outlook?
Use meetings for:
- Team meetings with multiple attendees
- External meetings with clients or partners
- Interviews or candidate screenings
- Weekly or monthly recurring meetings like status calls
- Any calendar item where you need to coordinate schedules
Basically any calendar item with attendees where you need to block time and track responses should be a meeting. The scheduling assistant also makes it easy to find the best time.
Use events for:
- Personal reminders and to-dos
- Deadlines you want on your calendar
- All-day events like conferences or offsites
- Team milestones where specifics are TBD
- Any calendar item where attendee tracking is not needed
Events work best for one-off calendar items directed at yourself. Things like personal tasks, deadlines, conferences or team milestones are better suited as events.
Tips for Using Events and Meetings
Here are some tips to use events and meetings effectively:
For meetings:
- Use the scheduling assistant to find the best time based on attendee availability
- Send invites out as early as possible to give attendees notice
- Use the tracking responses feature to see if the meeting is confirmed or needs to be rescheduled
- Set recurring meetings for things like weekly check-ins or monthly reviews
- Use conference rooms or locations if meeting in-person to allow space booking
For events:
- Add events directly to your calendar without sending invites
- Use events for reminders to follow up on tasks or upcoming deadlines
- Color code events based on categories or priorities
- Setup event reminders so you don’t miss important personal items
- Use all-day events with start/end dates for conferences or offsites
Following these tips will help you get the most out of both events and meetings in Outlook.
Conclusion
In summary, events and meetings are different Outlook item types:
- Meetings have a set duration, require attendees and can be recurring
- Events simply cover a start/end time but do not block off a duration or require attendees
Use meetings when coordinating schedules for things like team discussions. Use events for personal reminders that don’t require availability coordination or tracking attendance.
Keep in mind these differences when choosing between events and meetings in Outlook to pick the right calendar item type for your needs. This will ensure you and any attendees get the most efficient scheduling and tracking.