Easy-to-follow video tutorials help you learn software, creative, and business skills.Become a member

Creating and troubleshooting recurring meetings

From: Outlook 2010: Time Management with Calendar and Tasks

Video: Creating and troubleshooting recurring meetings

I want to set up a recurring meeting every Monday at 9o'clock in the morning for professional development. So we are going to kickoff every week with a professional development opportunity. I have started by creating an appointment here on Mondays at 9o'clock for professional development and let's just take a look at series so that you know what it looks like, here's the recurrence on it and we are seeing this every week on Monday 9 to 10 a.m. no end date. I want to invite other people to this meeting but before I do there some issues with Mondays.

Creating and troubleshooting recurring meetings

I want to set up a recurring meeting every Monday at 9o'clock in the morning for professional development. So we are going to kickoff every week with a professional development opportunity. I have started by creating an appointment here on Mondays at 9o'clock for professional development and let's just take a look at series so that you know what it looks like, here's the recurrence on it and we are seeing this every week on Monday 9 to 10 a.m. no end date. I want to invite other people to this meeting but before I do there some issues with Mondays.

For example, this is the second and even if we were open on the second of January nobody is going to want to come to a training the first thing some of them have been out for the holidays, we don't have a professional development opportunity here. So the question is do I want to move this or do I want to delete it. Now I haven't invited anybody to this series of meetings yet and this is intentional on my part. If I start by inviting people and then I delete meetings it increases the odds that I am going to have issues with this meeting later on. So I'm going to simply move this meeting, it says in the dialog box that I change the date of this occurrence if I want change them all I have to go ahead and change the series do I want to change only this occurrence, the answer is yes.

I just want to move that one. Now this is still part of the series if I double-click this meeting and I open the series and I go take a look, it will show me under Recurrence that I have a recurrence that's on Monday even though this is a Tuesday meeting, it's still part of this exact same series that I began with. Likewise, if I have a meeting that for example on the third Monday of the month there might be another meeting, that I have to move my meeting and have it meet a little bit later. So I am just going to open this one item on the 16th and I am going to say well this one day we are going to move our meeting till 10 o'clock.

So notice I have a Tuesday meeting I have a 10 a.m. meeting and then finally perhaps as we move into the next month we will remember that there are actually holiday days here that we won't be in the office at all and in January one of those holiday days is going to be on Monday the 16th. So we're close and in honor of Martin Luther King holiday and I'm going to simply delete this one occurrence. I've set up a different pattern here before I have invited anybody to the set of meetings. Another issue that's related to all meetings but particularly to recurring meetings is that if a user tells you that they're not interested in meeting, if they respond that they won't attend and they actually get dropped off the meeting list.

So with recurring meetings if we sent out a meeting that was recurring five times on Mondays and then a couple of them move to Tuesday's perhaps Greg who would say no I can't come on Monday, could come on Tuesdays and he is no longer included on the invitation list because he replied that he wasn't interested in the first place. So Outlook isn't quite smart enough to say we'll may be the reason he said no was he couldn't come on Monday. So now this meeting has changed so you will want to ensure that if your intention is that everyone who was invited to the original meeting is invited to the move meeting you might have to go back in and when you update the meeting actually add some folks back in who had turned down a meeting earlier.

So as soon as someone says no and totally opts out of a meeting then what you'll find is that you lose track of them in a way that Outlook doesn't keep them any longer on the list when you send updates. For this reason sometimes you'll see people actually reply tentatively to meetings, they will say yeah I might be there and then put a note in the body that says I am probably not going to be here, but if the meeting moves let me know. And they are going to still be in your communication chain because they replied tentatively which is an affirmative reply to meeting, so Outlook is still keeping track of them for all of your updates.

The final issue you will have with meetings is folks who actually don't ever reply to your meetings and so if you send out a meeting request and somebody doesn't reply and then you send an update occasionally what will happen is that if they have never reply to the original meeting request Outlook will choose not to send them an update. One more thing you want to know about Recurrence patterns that have exceptions to them, is if you decide for example that this meeting that's been primarily held on Monday starting at 9o'clock in the morning should move to Tuesday's and go back in to change the recurrence of this meeting, it will throw out all the exceptions.

So if I go back and I say no not on Mondays, but on Tuesdays when I say OK, it says any exceptions associated with this recurring appointment will be canceled. In other words, any appointment that now does not meet on Tuesdays from 9 to 10 will be canceled. So really don't want to set up a recurring meeting as the basis of your meeting if you're not sure that it's going to stay, it would be better off if we said going forward we would like to change this so that its meeting on Tuesday. The best way to do that would actually be to go back into the meeting to end the recurrence to say we are going to end this now as of whatever particular date let's say February 1 and then set up a new appointment that begins on Tuesdays.

So last to think about as you plan and create recurring meetings but the best way to think about them is set up the meeting based on its recurrence, handle any exceptions and then invite folks to your meeting, that's the best way to do this in Outlook 2010.

Show transcript

This video is part of

Image for Outlook 2010: Time Management with Calendar and Tasks
Outlook 2010: Time Management with Calendar and Tasks

28 video lessons · 16768 viewers

Gini Courter
Author

 

Start learning today

Get unlimited access to all courses for just $25/month.

Become a member
Sometimes @lynda teaches me how to use a program and sometimes Lynda.com changes my life forever. @JosefShutter
@lynda lynda.com is an absolute life saver when it comes to learning todays software. Definitely recommend it! #higherlearning @Michael_Caraway
@lynda The best thing online! Your database of courses is great! To the mark and very helpful. Thanks! @ru22more
Got to create something yesterday I never thought I could do. #thanks @lynda @Ngventurella
I really do love @lynda as a learning platform. Never stop learning and developing, it’s probably our greatest gift as a species! @soundslikedavid
@lynda just subscribed to lynda.com all I can say its brilliant join now trust me @ButchSamurai
@lynda is an awesome resource. The membership is priceless if you take advantage of it. @diabetic_techie
One of the best decision I made this year. Buy a 1yr subscription to @lynda @cybercaptive
guys lynda.com (@lynda) is the best. So far I’ve learned Java, principles of OO programming, and now learning about MS project @lucasmitchell
Signed back up to @lynda dot com. I’ve missed it!! Proper geeking out right now! #timetolearn #geek @JayGodbold
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ.

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Outlook 2010: Time Management with Calendar and Tasks.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

Get started

Already a member?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferencesfrom the dropdown menu.

Continue to classic layout Stay on new layout
Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Are you sure you want to delete this note?

No

Your file was successfully uploaded.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.