Outlook now offers a dedicated meeting type called In-person events. This feature helps you create meetings that require physical attendance at a specific location. Many users confuse In-person events with regular online meetings or virtual appointments. This article explains what In-person events are, how to set them up correctly, and what common mistakes to avoid.
Key Takeaways: Setting Up In-person Events in New Outlook
- New Event > In-person option in the toolbar: Switches the meeting type from online to physical location attendance.
- Location field with a physical address: Required field that displays the venue on the invitation and calendar.
- Calendar > New Meeting > Event format toggle: Turns a standard meeting into an In-person event with dedicated icons and reminders.
What Are In-person Events and When to Use Them
In-person events are a meeting type in the new Outlook for Windows and Outlook on the web. They are designed for gatherings where attendees must be physically present at a venue. Examples include company town halls, training workshops, team offsites, and client meetings at a specific office or conference room.
The feature adds a distinct visual icon to the meeting invite and calendar block, making it clear that the event is not online. It also removes the default Teams or Skype meeting link from the invitation body. This prevents confusion when attendees see a meeting link but are expected to attend in person.
To use In-person events, you need the new Outlook client. This includes Outlook for Windows version 2403 or later and Outlook on the web. The feature is not available in classic Outlook or Outlook for Mac. You also need a Microsoft 365 work or school account.
How to Create an In-person Event in New Outlook
Follow these steps to create an In-person event in the new Outlook for Windows. The same steps apply to Outlook on the web with minor layout differences.
- Open the Calendar module
Click the Calendar icon on the left navigation bar in Outlook. This switches you from Mail to Calendar view. - Select New Event
Click the New Event button on the toolbar. A blank event form opens. - Switch the meeting type to In-person
In the event form toolbar, locate the toggle or dropdown that says Online or Teams. Click it and select In-person. The form removes the online meeting link section and enables the Location field. - Enter the physical location
Type the full address of the venue in the Location field. Use a building name, street address, or room number. Outlook may suggest locations from your address book or previous events. - Set date, time, and time zone
Fill in the start and end time. Verify the time zone matches the venue location. This helps remote attendees calculate the correct local time. - Add event details and attendees
Write a subject line and description. Add required and optional attendees in the To field. The invitation shows the In-person icon next to the event name. - Send the invitation
Click Send. Attendees receive a meeting request with the address and no online meeting link.
Common Mistakes When Using In-person Events
I selected In-person but an online meeting link still appears
This happens when you toggle the meeting type after adding a Teams or Skype meeting link. The link may remain in the event body even after switching. To fix this, clear the online meeting link manually. Click inside the meeting body, delete any leftover link text, and save. Alternatively, create the event from scratch and select In-person before adding any details.
Attendees see the meeting as online on their calendar
If the attendee uses classic Outlook or Outlook for Mac, the In-person icon may not display. The event appears as a standard meeting without a location marker. To work around this, add the words In-person event to the subject line or description. This ensures clarity regardless of the recipient’s Outlook version.
The Location field is not showing
The Location field is hidden when the meeting type is set to Online. You must explicitly select In-person from the toggle. If the toggle is missing, you are likely using an older version of new Outlook. Update Outlook to the latest version through File > Office Account > Update Options > Update Now.
Recurring In-person events behave differently
When you create a recurring In-person event, the location applies to every occurrence. If the venue changes for one date, you must edit that single occurrence separately. Open the specific occurrence, change the location, and save. Do not edit the entire series unless all dates share the same venue.
| Item | In-person Event | Online Meeting |
|---|---|---|
| Meeting type | Physical attendance required | Virtual attendance via Teams or Skype |
| Icon on calendar | Person icon with a location pin | Camera icon or Teams logo |
| Location field | Enabled and required | Hidden or optional |
| Online meeting link | Removed from invitation | Automatically inserted |
| Best used for | On-site meetings, workshops, events | Remote work, webinars, virtual calls |
You can now create In-person events in new Outlook with the correct settings. Try using the In-person toggle for your next on-site team meeting to avoid confusion about attendance mode. For hybrid events that mix in-person and remote attendees, keep the meeting type as Online and add the physical address in the Location field alongside the meeting link.