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Working with repeating appointments

From: Outlook Web App (OWA) 2010 Essential Training

Video: Working with repeating appointments

I want to create a repeating appointment and I'm in the view of the calendar that is showing me the entire week. I find it often I am going okay, Sunday, Monday, Tuesday across the top here, because unlike the work week view if I'm showing the Reading pane it doesn't show me the weekday abbreviations, it just shows me the numbers. So remember that you can turn this Reading pane on and off, and I'm just going to turn it off and that way I see the entire name of everyday spelled out, and I kind of like that.

Working with repeating appointments

I want to create a repeating appointment and I'm in the view of the calendar that is showing me the entire week. I find it often I am going okay, Sunday, Monday, Tuesday across the top here, because unlike the work week view if I'm showing the Reading pane it doesn't show me the weekday abbreviations, it just shows me the numbers. So remember that you can turn this Reading pane on and off, and I'm just going to turn it off and that way I see the entire name of everyday spelled out, and I kind of like that.

There is a really great Time Management Course in the lynda.com library from Dave Crenshaw, Time Management Fundamentals, and one of the things that he has you do to manage your time better is to set aside a particular time during the week to go through all of the things that are in your Inbox. It could be Monday but you know could be Tuesday, whatever day that works well for you; and that's something you're going to do every single week. You block that time and you can move the time by an hour, even by a day if you need to, but you don't need to worry too much about doing that, because people will get used to the fact that on Tuesdays at 9 you are busy.

So I'm going to Review my Inbox. My Location, I can put it down as my office if I want or I can leave it blank, and I actually mark off 90 minutes to do this, because I'm planning my whole week during this time. I'm busy during this time, I want to get ready for it so I have a reminder. I could categorize this, actually is a kind of planning time and I have a category for planning, so I could choose Planning. So this is my appointment and it's starting on Tuesday the 5th at 9 o'clock till 10:30 and I'm going to go ahead and save that, just you see what that looks like on my calendar.

But that's only one appointment, it's just the one time and I don't want to do this 52 times to get an appointment every week for the year. Instead what I am going to do is I am going to set this to Repeat. I could have done this before I saved it the first time. I can say here's my repetition and I want to set up a pattern. So I have a choice of Daily, Weekly, Monthly, Yearly, it actually chose Weekly because I was in one of the two-week views of the calendar. So I can say Repeat every week on Tuesday, that works well, from 9:00 to 10:30 for an hour and a half, that works well. I can say do this for as long as my calendar has life.

Now I could also say repeat on a Monthly basis, either on the fifth day of every month, because we've Tuesday the 5th or the first Tuesday of every month. Notice I can say every other month, the first Tuesday of every two months. I can set up items to recur on an annual basis, the first Tuesday in March every single year, or on a Daily basis, everyday from 9 to 10:30 or every weekday Monday through Friday from 9 to 10:30.

So you need to set up a repetition pattern. In my case Weekly, Tuesdays 9:00 to 10:30 is exactly the time that I want to mark to be able to do this task of going through my Inbox and setting my priorities for the rest of the week and into the next Monday. There's a feature that some email servers handle better than Exchange. And that is the ability to set a series of meetings or appointments that repeat, but they don't have as clear of a pattern, that most of the time they're on Tuesday from 9 to 10:30, but sometimes some of them are moved from 1 to 2:30, for example.

The way you deal with that kind of repetition is to set up this kind of a repeating cycle that's good most of the time, that does it as well as it can, and then you actually will move the other appointments. So I'm going to go ahead and say OK, make this repeat and Save and Close it. So every week I look at, here's the 5th of March, here's the 12, here's the 19th and so on. So I can actually go to the appointment for the 12th. Notice I can see it repeats, because there is this little Repetition icon in the lower right-hand corner. I want to open only This Occurrence.

If I open the Series I'll be right back in that appointment I was in a moment ago that set up all of these. I'm going to say this one Occurrence. And for this one occurrence, this one day, because we have something else going on in the morning, we're actually going to do this in the afternoon. I'm going to Save and Close this. Notice that my appointment, my repeating appointment on the fifth, is moved to the afternoon, but my repeating appointment on other days is still at 9 in the morning.

One more thing, it's a subtlety, but if I look at this repeating appointment there's actually a line through the Repeating icon. So I know I'm part of a series, but I also know that this isn't the time that the rest of the series is. This one has a line through it, but if I go forward a week and look, this one doesn't. It's at the normal time for this series. If I want to modify the entire series then I can open up the series as a whole and change it for example, to provide a little more time each time, or to add some notes.

If I want to delete all of the appointments going forward, then all I do is go in and stop its recurrence. So I can go into the Series and say, well we've done that enough. I'm going to choose Repetition and I'm going to say we're going to End this as of March 13th, after that there will be no more. That way the appointments that you already had, the ones that already occurred are still on your calendar and the ones in the future are simply terminated. So once you had one of these meetings you would normally not delete the entire series. You would simply go end the series at a time that's appropriate.

That's how we deal with repeating appointments in OWA.

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This video is part of

Image for Outlook Web App (OWA) 2010 Essential Training
Outlook Web App (OWA) 2010 Essential Training

52 video lessons · 4401 viewers

Gini Courter
Author

 
Expand all | Collapse all
  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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