how to change availability on outlook

How to Change Availability on Outlook


Outlook is a widely used email client and personal information manager. Apart from managing your emails, Outlook also allows you to schedule and organize meetings, events, and appointments. One important feature within Outlook is the ability to set your availability status, indicating your free or busy times to others. In this article, we will guide you step-by-step on how to change your availability on Outlook.

Step 1: Launching Outlook

Start by opening the Outlook application on your computer. You can find the Outlook icon either on your desktop or in the start menu. Double-click the icon to launch the program.

Step 2: Accessing the Calendar

Once you have opened Outlook, navigate to the ‘Calendar’ section. You can typically find it either in the bottom navigation bar or in the folder pane on the left side of the window. Click on the ‘Calendar’ option to access your Outlook calendar.

Step 3: Changing Your Availability

Upon entering the calendar view, locate the desired date and time slot where you want to change your availability. You can easily scroll through the calendar to find the specific date or use the date navigator for quicker access.

Double-click on the chosen time slot to open the scheduling dialog box. Here, you will see various options and settings related to the selected time slot.

Step 4: Setting Your Availability Status

Within the scheduling dialog, navigate to the ‘Show As’ or ‘Free/Busy’ field to adjust your availability. By default, it might be set as ‘Busy’ or ‘Tentative.’

Select the appropriate availability status from the provided options based on your preference:

  • Busy: Indicates that you are unavailable during that time slot.
  • Tentative: Suggests that you may be available but not entirely committed.
  • Out of Office: Specifies that you are not available due to being away or on vacation.
  • Free: Represents that you have no commitments and are available.

Choose the most suitable availability status according to your schedule and requirements.

Step 5: Saving Changes

After selecting your preferred availability status, click on the ‘Save’ or ‘OK’ button to save the changes. The scheduling dialog box will close, and your availability will be updated in the Outlook calendar for the selected time slot.


Managing your availability in Outlook is essential for effective communication and scheduling with colleagues, friends, and family. By following these simple steps, you can easily change your availability status within Outlook and keep everyone informed about your current availability. Utilize this feature to enhance your productivity and create a well-organized schedule.

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