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Use the Recurring Appointments feature to save you from the redundancy of scheduling multiple occurrences manually.

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2016, 2019/365.

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Recurring Appointments.docx
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Quick reference

Recurring Appointments

Repeated appointments are called “Recurring Appointments” and Outlook can automate the recurrence pattern to save you the redundancy of scheduling multiple occurrences.

When to use

Anytime you have a regularly scheduled meeting, (daily, weekly, monthly, or annually,) use the Recurrence button to set up the automation of that pattern.

Instructions

  1. Double click an existing appointment or meeting.
     
  2. Click the Recurrence button on the ribbon

     
  3. Select the Recurrence pattern

             
  4. Note: If you are applying recurrence to a meeting (which means other attendees have been invited), you will be pushing this recurrence pattern to their calendar as well.  It is a good practice to not recur more than 6 weeks when it affects other people’s calendars.  The reason is because if a change to the pattern is made, it will retroactively update the appointments regardless if that person has deleted them. So keep the recurrence pattern as low as possible for meetings.
     
  5. A recurring appointment or meeting is identified by the small spinning arrows in the right corner:

     
  6. When you open a Recurring appointment or meeting, it will ask you to choose “Just this one” or “The entire series”:

     
  7. To cancel a Recurrence, you have the option to delete just one occurrence or the entire series
    1. Right click the appointment or meeting and choose Delete, then choose which option to delete:
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  • 00:04 With this video I'd like to go into a little more detail about recurring
  • 00:08 appointments.
  • 00:09 I went ahead and selected appointment that I want to recur
  • 00:12 every single Friday afternoon, my sanity appointment, leave work early.
  • 00:16 So when you click it, the appointment ribbon shows up here, and
  • 00:19 then we have the recurrence button.
  • 00:22 When you click recurrence we have the options for daily, weekly, monthly,
  • 00:25 or yearly.
  • 00:26 In this case, as I quick click through each one,
  • 00:29 you can see the options change accordingly.
  • 00:31 I can recur this every single week or every two weeks or three weeks.
  • 00:36 For monthly, I can recur it every single exact day of the month
  • 00:40 a certain third Friday of every two months.
  • 00:45 You can get very technical inside this screen.
  • 00:48 So it's worth revisiting.
  • 00:49 I'm gonna go ahead an leave this as weekly, every single week on a Friday.
  • 00:52 Now we have the bottom section.
  • 00:54 I can start this on a certain date.
  • 00:57 I can tell it no end date.
  • 00:58 And after ten occurrences, it's good practice to make this six occurrences.
  • 01:02 The reason is, if you invite other people to a meeting and then recur that meeting,
  • 01:07 if you make a change any time during the process or cycle of these meetings,
  • 01:13 it will retroactively update their calendar as well as yours.
  • 01:18 You don't want to recur or retroactively update someone's calendar weeks behind.
  • 01:23 So good practice, only schedule six weeks in, If other people are involved.
  • 01:28 we're going to go ahead and leave this at ten weeks.
  • 01:30 Or maybe it's about my kid's school, and I want it end by the, end of the year,
  • 01:34 end of the school year, I can change that as well.
  • 01:37 All right. So I'm going to go ahead and
  • 01:38 click OK here, and you're going to see a change on my screen.
  • 01:41 One tiny little thing happened.
  • 01:42 And it's right over here.
  • 01:43 This little circle showed up.
  • 01:45 That happens to match the circle of the recurring button as well so
  • 01:48 that simply means I've recurred this appointment.
  • 01:51 Now I could scroll ahead a week at a time and look at this or I could just click my
  • 01:55 month button and take a look and see all the appointments absolutely did schedule.
  • 02:00 Well, there happens to be one of those that I don't need to have on my calendar.
  • 02:04 I'm gonna go back to my work week and then go ahead and click today.
  • 02:07 Next week happens to be a holiday so I don't need this appointment on here.
  • 02:12 So what I'm going to do is I'm actually going to break the recurrence on that day.
  • 02:16 With a right click I can hit delete and
  • 02:18 it gives me two options, delete this occurrence or the entire series.
  • 02:23 Well I just want to delete this particular one.
  • 02:25 So I'll go ahead and click that one, take a look at my month schedule, and
  • 02:30 we will see that I've got it here, but not on the 27th, but
  • 02:34 sure enough it follows up on the next week.
  • 02:36 So, that is how you control your recurrent appointments.
  • 02:42 It's a great feature.
  • 02:43 I hope you use it.
  • 02:44 It's very handy and no more redundant typing of appointments.

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