ITServices

Creating a Recurring Appointment, Event or Meeting in OWA

This tutorial shows how to set recurrences on the OWA Calendar

Creating a Recurrence
Editing a Recurring Item
Deleting a Recurring Item

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.

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

click on the recurrence button on the ribbon

The Repetition 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.

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

To edit the occurrence only:
- Double click the entry and choose Open this Occurrence at the prompt
- 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
- Changing one occurrence will not affect the series whatsoever
To edit the entire series:
- Double click the entry and choose Open the Series at the prompt.
- Enter any changes you'd like to make, and click Save and Close (or Send Update if it's a meeting).

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.

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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