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Queen's University
 

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Creating a Recurring Appointment, Event or Meeting in Outlook 2010


This tutorial shows how to set recurrences on Outlook 2010 Calendar

 


It may happen again and again, but that doesn't mean you have to enter it again and again. To tell Outlook that an appointment, meeting, or event occurs over, and over, you use the Recurrence feature.

 


Creating a Recurrence

 

Setting recurrence is the same for any entry, so for simplicity’s sake, we will create a recurrence for an appointment.

 

  1. To set up a recurrence pattern, open the appointment and click the Recurrence button in the Ribbon.

  2. this image shows you the button used to set recurrence
  3. The Appointment Recurrence window will open. You can fully customize the series
    • Each radio button will provide a list of further options to the right

    NOTE: You may need to create several different recurring calendar entries to achieve the desired pattern for a single activity. For example, if you want to set up a payday event that occurs on the 15th day of the month and also on the last day of the month, you will need to set up two recurring events for that.

     

    this image shows how you can fully customize a recurrence series

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Editing a Recurring Item

 

To open a recurring calendar entry to see its details or to change it, there are two options:

  • Edit the occurrence only
  • Edit the entire series

 

  1. To edit the occurrence only:
    • Double click the entry and choose Open this Occurrence at the prompt (or right click on the item, mouse over Open > and click Open Occurrence.)
    • Enter any changes you'd like to make, and click Save and Close (or Send Update if it's a meeting).
    • Whenever you edit any one occurrence in a series, it is no longer a part of the series; you'll see this symbol this image shows the symbol for when you edit a single occurrence
    • Changing one occurrence will not affect the series whatsoever
  2.  

  3. To edit the entire series:
    • Double click the entry and choose Open the Series at the prompt (or right click on the item, mouse over Open > and click Open Series.).
    • Enter any changes you'd like to make, and click  Save and Close  (or  Send Update  if it's a meeting).
  4. NOTE: when you change the time of the whole series, any exceptions you’ve made on a single occurrence for time will be overwritten. This is not true for changing the notes on the occurrence/series.

     

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Deleting a Recurring Item


To delete, click on the entry and hit the Delete key. A dialogue box will open where you can choose to delete just the occurrence vs. deleting the entire series.

 

TIP: If you schedule too many future recurrences, don’t delete the entire series and start over. Simply open the series, click Recurrence from the Options grouping and change the "End by" time. This leaves you with a record of past occurrences.

 

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