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Creating recurring appointments

From: Outlook for Mac 2011 Essential Training

Video: Creating recurring appointments

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.

Creating recurring appointments

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.

Show transcript

This video is part of

Image for Outlook for Mac 2011 Essential Training
Outlook for Mac 2011 Essential Training

68 video lessons · 10525 viewers

Alicia Katz Pollock
Author

 
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  1. 54s
    1. Welcome
      54s
  2. 26m 12s
    1. Introducing Outlook 2011
      2m 1s
    2. Setting up Exchange accounts
      3m 8s
    3. Setting up IMAP accounts
      2m 19s
    4. Setting up POP accounts manually
      3m 31s
    5. Importing email from other applications
      2m 49s
    6. Importing and exporting contacts
      3m 47s
    7. Exploring the user interface
      2m 30s
    8. Customizing the view
      3m 7s
    9. Creating categories
      3m 0s
  3. 13m 29s
    1. Exploring the Inbox
      1m 51s
    2. Checking for new mail
      3m 42s
    3. Reading email
      3m 0s
    4. Deleting email
      1m 15s
    5. Previewing and saving attachments
      1m 46s
    6. Printing emails
      1m 55s
  4. 27m 31s
    1. Creating a new message
      4m 10s
    2. Formatting messages
      5m 18s
    3. Adding attachments
      1m 43s
    4. Adding pictures with the Media Browser
      2m 22s
    5. Information Rights Management
      3m 15s
    6. Replying and forwarding
      3m 5s
    7. Working with signatures
      4m 11s
    8. Working with priorities
      1m 9s
    9. Setting up Out of Office auto-replies
      2m 18s
  5. 20m 46s
    1. Arranging your Inbox
      3m 40s
    2. Using the Conversation view
      2m 47s
    3. Organizing messages with folders
      3m 48s
    4. Creating message rules
      7m 23s
    5. The Mailing List Manager
      2m 12s
    6. Filtering messages
      56s
  6. 9m 1s
    1. Setting junk mail protection levels
      3m 41s
    2. Managing your Junk folder
      3m 17s
    3. Recognizing spam
      2m 3s
  7. 19m 9s
    1. Viewing contacts
      2m 42s
    2. Creating contacts
      6m 14s
    3. Creating contact groups
      2m 40s
    4. Sending email to your contacts
      1m 0s
    5. Printing your contact list
      1m 50s
    6. Syncing contacts
      1m 58s
    7. Working with vCards and exporting
      2m 45s
  8. 25m 42s
    1. Viewing the Calendar
      5m 25s
    2. Creating appointments
      7m 12s
    3. Creating recurring appointments
      3m 34s
    4. Creating meetings and inviting attendees
      5m 29s
    5. Adding holidays
      2m 23s
    6. Printing your calendar
      1m 39s
  9. 7m 8s
    1. Creating new tasks and completing them
      2m 28s
    2. Managing your tasks
      4m 40s
  10. 9m 28s
    1. Creating new notes
      4m 50s
    2. Managing your notes
      3m 44s
    3. Printing notes
      54s
  11. 20m 8s
    1. Using categories
      6m 14s
    2. Flagging items
      4m 15s
    3. Searching and smart folders
      4m 49s
    4. Using folders
      1m 36s
    5. Right-clicking
      3m 14s
  12. 37m 57s
    1. Delegating and sharing public folders
      5m 12s
    2. Syncing Exchange and IMAP
      1m 9s
    3. Setting preferences
      7m 1s
    4. Using AutoCorrect
      2m 9s
    5. Using My Day
      5m 16s
    6. Using the Scrapbook
      5m 38s
    7. Using the reference tools
      2m 58s
    8. Getting help
      2m 34s
    9. Backing up
      3m 6s
    10. Using the Database Utility
      2m 54s
  13. 32s
    1. Final thoughts
      32s

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