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In Outlook for Mac 2011 Essential Training, author Alicia Katz Pollock provides a comprehensive overview of the full-featured email, calendar, and scheduling application from Microsoft. The course covers the key fundamentals of the program, including sending and receiving email, creating and managing contacts, and scheduling tasks and appointments. It also covers Outlook 2011 organizational features such as the Media Browser, Conversation view, My Day, the Scrapbook, and more.
If you have an appointment that repeats on a regular basis, you don't need to schedule them one at a time, day-by-day and month-by-month. You can set that event as recurring. Let's open up our Mac User Group meeting from the previous video, and work with the Recurrence button in the middle of the toolbar. Recurrence allows me to schedule all the user group meetings all at one time. Click on this blue arrowed button and a short list of options appears. Once only, Every Wednesday, the 6th day of Every Month, Every October 6, Every Day. But I want this meeting to occur on the first Wednesday of the month.
So I'll select Custom and a little window pops up. This window is surprisingly thorough. When I come up to the Repeats, I'll choose Monthly, and I can now tell it to meet every month by keeping this 1 in this box. Now it will be on the sixth day of the month, but I can also tell it to meet on the first, second, third, fourth or last week of the month. I'll change this to First and then change Day to Wednesday. I can leave it on no end date, in which case I'll see this appointment on my calendar indefinitely.
Now I know that I do want to go to the meetings for at least the next six months. So I'll change the End date to After and make this 6 occurrences. If I decide to keep going to the meetings, I can always come in to edit this appointment and change the occurrence to a new end time. When I click OK, I have a new line in the middle of my window, letting me know exactly when this appointment will repeat on my calendar. If I need to edit it, I can either click on the Recurrence button again or on these little rolling arrows at the end of the description. Go ahead and save and close.
When I go to the Month View, I can now see my user group meeting the first Wednesdays. Now I'm going to go back to this month and to my Work View. Now here is another recurrence scenario. Make a new appointment using the button on the toolbar, and then enter in Go to the gym. I am going to put this on my calendar starting this week, even though it starts in the past I want to see it on my weekly schedule, and I'll book it from 7:00 a.m. to 8:30.
Now let's go back under Recurrence and go back to Custom. Up under Repeats, I have the option of Daily, Weekly, and Monthly, and I'm going every week. Since I go three times a week, I'll click on my workout days. Monday is already selected, Wednesday, and Friday. By putting it on my calendar in this way, I'll be sure not to book other appointment during these times. I'll save this appointment. Here is that Reminders window that I was mentioning earlier. When it pops up, you have the option of snoozing, in which case we'll see a pop again in a moment, or dismissing, which we'll do the next time.
Now, if you want to delete a recurring appointment, for example, I can't make it to the gym on Friday because of my meeting with Greg, if I click on it and delete it from my keyboard, it will delete just that one occurrence and the rest of my series will be untouched. If I want to delete the entire series, I'll click on the series and then I can either click on Edit Series and use this Delete button here, or if I come to the Delete button on the toolbar under Appointment Series, I can choose either this one occurrence or the entire series.
But I'm going to leave it on my calendar. The flexible options for recurring appointments save you from the tedious task of creating multiple sessions one at a time.
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