Outlook Calendar Tutorial – How To Find Out Who Schedules Your Meetings

by Keri Honea on August 27, 2010

Your office finally set up that Exchange Server (hopefully with us!) and now everyone can share their calendars with Outlook. You can see everyone’s Outlook Calendar and schedule appointments accordingly without having to talk to them first and call the other person back for more dates or confirmation. However, you may suddenly find your calendar with a block of appointments that you didn’t schedule, and you really need to know who did. If you don’t enjoy annoying your entire office with a blanket email asking, “Who scheduled this?”, then here is a step-by-step process for configuring Outlook Calendar so you con learn instantly who scheduled which appointment.

Outlook 2007

First, open up your Outlook Calendar. Click on the View menu at the top toolbar and select By Category from the drop-down menu.

Outlook 2007 - How To Learn Who Scheduled an Appointment

Next, right-click a column heading and select Field Chooser.

Outlook 2007 - How To Learn Who Scheduled an Appointment

Click on the drop-down menu and change the default option from Frequently Used Fields to All Appointment Fields.

Outlook 2007 - How To Learn Who Scheduled an Appointment

Lastly, scroll down and click and drag Organizer to the the spot in the Outlook calendar columns you desire.

Outlook 2007 - How To Learn Who Scheduled an Appointment


Now you can see who scheduled the meeting on your Outlook Calendar in any table view (not the main calendar view). You’ll never wonder who booked you for three two hour meetings in a row ever again.

Outlook 2010

Outlook 2010 has a similar procedure to Outlook 2007, but there are tabs instead of the Menu headers found in 2007. So instead of clicking on the View menu, click on the View tab. Click Change View from the Current View group and then select List. From there the directions are the same:

  1. change the default option from Frequently Used Fields to All Appointment Fields; and
  2. scroll down and click and drag Organizer to the the spot in the Outlook calendar columns you desire.

Now you will be able to see who has been scheduling appointments for you in Outlook 2010.

If Outlook 2007 or Outlook 2010 sounds like something you want to incorporate with your business so you too can share calendars with your staff, please contact us and find out how we can get you set up!

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