Pre-populating an Outlook appointment

posted Jan 15, 2013, 10:29 AM by Ezra Kenigsberg   [ updated Jan 15, 2013, 10:41 AM ]
Q: How can I pre-populate an Outlook appointment with my dial-in number and contact info?

A: So the moment you click "New Appointment", you want to see this? (click to enlarge)
Ezra's Custom Appointment

Follow these steps (this applies to folks using Outlook 2007 or later):
  1. Open Outlook

  2. Right-click the Ribbon and select "Customize the Ribbon..."
    Customize the Ribbon

  3. Activate the "Developer" checkbox in the "Customize the Ribbon" listbox, then click OK:
    Show "Developer" Ribbon

  4. Create a new Appointment.

  5. Populate the Subject and Body with your desired default info. (In my example, note how I
    + put hyphens in the passcode to make it easier to read, and
    + used bit.ly to shorten my screensharing URL.)

  6. When you've customized the appointment to your satisfaction, click "Developer | Publish | Publish Form":
    Publis

  7. I suggest saving the form in your Personal Forms Library using an appropriate name:
    Save Form

  8. Open your Calendar and click "Folder | Calendar Properties":
    Calendar Properties

  9. In the Calendar Properties window, click the dropdown next to "When posting to this folder, use:" and select "Forms..."
    Use Form

  10. Choose the Form you saved in step 7 above, and click OK.
That should do it! When you create a new Appointment in that Calendar, it should have the default Subject and Body you specified.
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