Outlook: How to Set Break Time Between Meetings

You can configure Outlook to automatically schedule break time when you have consecutive appointments.
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When entering multiple appointments back-to-back in your Outlook calendar, the program by default always assumes they occur continuously. However, there may be times when you need periodic short breaks, such as for changing meeting rooms. In such cases, you can set up the program to schedule these break times right from the start.

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In Outlook, you can shorten appointments by a few minutes to incorporate short break times into your workday.


To do this, click on “File” > “Options” > “Calendar”. In the “Calendar Options” section, check the box next to “Shorten appointments and meetings”, then use the dropdown menu next to it to set whether meetings default to end early or start late.

For example, choose the time below when you need to change meeting rooms. You can select 5 minutes, 8 minutes, or 15 minutes, and even set different times for shorter and longer appointments.

For instance, if you select “End early” and mark “5 minutes” below, a one-hour meeting at 11:00 AM would end at 11:55 AM instead of noon.

Important Note: This only applies to appointments you input into your calendar yourself. It does not apply to meetings arranged by others for you.

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