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Outlook Web App (OWA) 2010 Essential Training
Illustration by Richard Downs

Creating repeating meetings


From:

Outlook Web App (OWA) 2010 Essential Training

with Gini Courter

Video: Creating repeating meetings

There's a weekly staff meeting on Wednesdays from 3:30 to 4:30 and while, the position that I'm currently in was vacant, Judith was setting up those meetings, but now I need to set up the meetings for the rest of the year. So this is a standing meeting everybody's used to at 3:30 to 4:30. It's already on my calendar for last week, but that's the last of them and I'm simply going to double-click and set this up as a repeating Meeting. This is just like a repeating appointment, but other folks are going to show up and join me. So this is the Weekly Staff Meeting and it's in our Department Conference Room and I'm going to invite some folks.
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  1. 3m 24s
    1. Welcome
      1m 2s
    2. What OWA is and isn't
      2m 22s
  2. 15m 23s
    1. Logging in to OWA
      3m 21s
    2. Exploring the OWA interface
      5m 16s
    3. Exploring the light client interface
      4m 15s
    4. Comparing OWA light to the standard OWA interface
      2m 31s
  3. 15m 11s
    1. Composing a message
      5m 1s
    2. Checking spelling and setting message options
      5m 11s
    3. Attaching a file
      3m 8s
    4. Sending a message
      1m 51s
  4. 30m 45s
    1. Viewing messages
      6m 54s
    2. Printing messages
      4m 0s
    3. Downloading attachments
      5m 1s
    4. Replying and forwarding
      7m 43s
    5. Deleting and managing deleted items
      4m 0s
    6. Ignoring a conversation
      3m 7s
  5. 11m 54s
    1. Understanding tags
      3m 1s
    2. Creating and applying categories
      3m 52s
    3. Flagging items
      5m 1s
  6. 24m 59s
    1. Checking your mailbox size
      4m 5s
    2. Creating an inbox folder
      2m 29s
    3. Selecting and moving messages
      3m 31s
    4. Adding folders to favorites
      4m 28s
    5. Applying a filter
      5m 24s
    6. Searching for messages
      5m 2s
  7. 20m 17s
    1. Creating an email signature
      3m 59s
    2. Setting automatic replies
      8m 23s
    3. Changing your password
      2m 4s
    4. Creating inbox rules
      4m 50s
    5. Understanding notes
      1m 1s
  8. 21m 11s
    1. Viewing and printing calendars
      7m 4s
    2. Creating an appointment
      6m 4s
    3. Modifying and cancelling an appointment
      1m 57s
    4. Working with repeating appointments
      6m 6s
  9. 23m 24s
    1. Creating a meeting
      3m 22s
    2. Responding to a meeting invitation
      6m 0s
    3. Viewing responses
      2m 23s
    4. Updating a meeting
      8m 0s
    5. Creating repeating meetings
      3m 39s
  10. 8m 29s
    1. Sharing a calendar
      3m 19s
    2. Opening calendars belonging to others
      2m 25s
    3. Changing calendar sharing permissions
      2m 45s
  11. 17m 3s
    1. Creating a contact
      4m 16s
    2. Creating a group
      3m 24s
    3. Searching for a person
      3m 17s
    4. Importing or forwarding a contact or group
      4m 28s
    5. Creating a contact from an email
      1m 38s
  12. 14m 2s
    1. Creating a task
      4m 15s
    2. Viewing tasks and flagged items
      4m 2s
    3. Updating a task
      2m 41s
    4. Using repeating tasks
      3m 4s
  13. 1m 36s
    1. Next steps
      1m 36s

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Outlook Web App (OWA) 2010 Essential Training
3h 27m Beginner Apr 09, 2013

Viewers: in countries Watching now:

Learn how to access your Microsoft Exchange account online using Outlook Web App (OWA). In this course, author Gini Courter takes you on a tour of OWA, and shows how to send, receive, and manage your email on the web. Learn the ins and outs of tagging and organizing your email and discover how to create appointments, request meetings, and view multiple calendars. Plus, find out how to add, group, and search for contacts and use the task feature to manage your to-do list effectively.

Topics include:
  • Logging in to OWA
  • Composing a message
  • Attaching files
  • Replying and forwarding
  • Flagging items
  • Creating an email signature
  • Creating appointments and repeating appointments
  • Sharing a calendar
  • Creating tasks
Subjects:
Business Productivity Email
Software:
Office Outlook
Author:
Gini Courter

Creating repeating meetings

There's a weekly staff meeting on Wednesdays from 3:30 to 4:30 and while, the position that I'm currently in was vacant, Judith was setting up those meetings, but now I need to set up the meetings for the rest of the year. So this is a standing meeting everybody's used to at 3:30 to 4:30. It's already on my calendar for last week, but that's the last of them and I'm simply going to double-click and set this up as a repeating Meeting. This is just like a repeating appointment, but other folks are going to show up and join me. So this is the Weekly Staff Meeting and it's in our Department Conference Room and I'm going to invite some folks.

I can click To and choose them from here so I'm already there, but I need to invite Greg and Judith and Kurt and Nick and Olivia and Tara. There we go. And you know actually if Steve is available he can attend, but he doesn't need to, he's not necessarily in our department, but he often will attend the meeting if he's available. So I'll just list them optionally so he knows when they are. I can put more information in this particular note section. And if I did, it would be information about the groups of meetings, so it could be the kind of thing that says this is a standing meeting or something. This is not the invitation for one meeting. It's the group of invitations for all of them in just a hot second.

So I'm going to go now and click the Repeat button and just as I did when I created a repeating appointment, I want to make sure that the time is correct and the duration is correct and that I have set my pattern. This is weekly every one week on Wednesday. If it was every four weeks, I would change that to four. If it was the fourth week of the month, I would choose Month and say that it was the fourth Wednesday of every month for example. But this is every one week on Wednesday from 3:30 to 4:30 with no end in sight and I'm going to click OK. Now I'm going to send this invitation to all of the folks here.

It's automatically placed in my calendar. You can tell it's a repeating meeting, because it has the Repeat symbol on it. And sure enough if I tab to the next week or the next week, I'll find that it sits there every single week. As with a repeating appointment, if I want to open this up, I can double-click and choose to open the entire series, which we just saw, or this specific occurrence, which is the meeting on the 20th right here. I actually want to look at a specific meeting that we need to change out of this series.

So in April, we have a conflict with the meeting on April 17. So I'm clicking the 17th, here is the meeting and this week and this week only, we're going to move this meeting to the 16th, one day earlier. I'm just going to take this meeting. I'm going to drag it and drop it and I'm forced to either cancel the move or to send meeting updates to my attendees. I'm going to send meeting updates. So that's how it works. If I cancel a meeting, I do it the same way that I'd cancel a repeating appointment.

I go in and say, we've had several of these, but we're to stop having them now. I open the series, I click the Repeat button and I say you know we actually are going to stop having these as of a particular date and then say okay. When I do that, the future occurrences are removed from my attendees' calendars as soon as they get that information from me in an update. That's what this looks like, easy enough to do, just like repeating appointments.

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