Outlook - Manage recurring appointments Tutorial

In this video, you will learn how to manage recurring appointments using Microsoft 365. The video covers the steps to create a new appointment or meeting, including selecting the subject, location, start and end time, and adding a description.
Then, it explains how to make the appointment recurring by selecting the recurrence pattern, such as monthly or on a specific day of the week.
You can also set a range for the recurrence, either with no end date, a specific number of occurrences, or an end date.
The video also demonstrates how to change or delete a single occurrence or the entire series of recurring appointments.
This tutorial will help you efficiently manage your appointments and save time by avoiding the need to create the same elements multiple times.

2:12
3581 views

Available in Microsoft365

Objectifs :

This video aims to teach users how to create and manage recurring appointments in Outlook Calendar, ensuring efficient scheduling for regular meetings or events.

Chapitres :

Introduction to Recurring Appointments
In this section, we explore the concept of recurring appointments in Outlook Calendar. If you frequently schedule meetings or appointments on fixed dates over weeks or months, Outlook provides a feature to create periodic appointments. This functionality saves time by eliminating the need to recreate the same event multiple times.
Creating a New Appointment
To begin, you need to create a new appointment. This can also be done for meetings involving multiple participants. Start by filling in the subject, location, start and end times, and, if necessary, a description. This initial step is similar to setting up a unique event.
Setting Up Recurrence
Once the appointment details are filled in, the next step is to make it a recurring event. Locate the recurrence tool in the ribbon. The wizard will display the information you have already entered. Here, you can select the recurrence pattern. For instance, if you want the meeting to occur monthly, check the 'Monthly' option. You can choose to define the meeting based on a specific date or relative to a day of the week. In this example, we will set it to occur on the last Friday of each month.
Defining the Recurrence Range
After setting the recurrence pattern, you need to define the range of recurrence. You have three options: the appointment can have no end date, it can stop after a certain number of occurrences, or it can end on a specific date. In this case, we will choose to end the appointment after five occurrences. Once set, click 'OK' to finalize the setup.
Viewing Recurring Appointments in the Calendar
After creating the recurring appointment, you will see it reflected in your calendar for the next five months, as specified. This visual representation helps you keep track of your scheduled events easily.
Editing Recurring Appointments
If you need to change a recurring appointment, simply double-click on it. A window will prompt you to choose whether to modify just this occurrence or the entire series. Selecting 'just this one' will leave the other occurrences unchanged, while choosing 'the entire series' will apply the changes to all instances.
Deleting Recurring Appointments
Similarly, you can delete either a single occurrence or the entire series of appointments. This flexibility allows for better management of your calendar and ensures that you can adjust your schedule as needed.

FAQ :

How do I create a recurring appointment in Outlook Calendar?

To create a recurring appointment in Outlook Calendar, first create a new appointment. Fill in the subject, location, start and end times, and description. Then, use the recurrence tool in the ribbon to select the frequency (daily, weekly, monthly) and set the range of recurrence. Finally, click OK to save the appointment.

Can I change only one occurrence of a recurring meeting?

Yes, when you double-click on a recurring meeting, you will be prompted to choose whether to change just that occurrence or the entire series. Selecting 'just this one' will only affect the chosen occurrence.

What happens if I delete a recurring appointment?

When you delete a recurring appointment, you can choose to delete just one occurrence or the entire series. If you delete the entire series, all future occurrences will be removed.

How can I set an end date for my recurring appointments?

When setting up a recurring appointment, you can specify an end date by selecting either 'no end date', 'after a certain number of occurrences', or 'on a specific date' in the recurrence settings.

What is the difference between a meeting and an appointment in Outlook?

An appointment is typically a personal event scheduled for one person, while a meeting involves multiple participants. Meetings can be scheduled with invitees, allowing for collaboration and communication.

Quelques cas d'usages :

Monthly Team Meetings

A project manager can set up a recurring monthly meeting with their team to discuss project updates. By using the Outlook Calendar's recurrence tool, they can ensure that the meeting is automatically scheduled for the last Friday of each month, saving time on scheduling.

Weekly Client Check-ins

A sales representative can create a weekly recurring appointment for client check-ins. This ensures consistent communication and follow-up, improving client relationships and sales outcomes.

Bi-Weekly Training Sessions

An HR manager can schedule bi-weekly training sessions for new employees. By setting these as recurring appointments, they can streamline the onboarding process and ensure all new hires receive the necessary training.

Annual Performance Reviews

A supervisor can set up recurring appointments for annual performance reviews for their team members. By scheduling these in advance, they can ensure that all reviews are conducted on time and that employees are prepared.

Project Milestone Meetings

A project coordinator can use recurring meetings to track project milestones. By scheduling these meetings at key intervals, they can keep the team aligned and address any issues promptly.

Glossaire :

Recurring Appointments

Appointments or meetings that are scheduled to occur repeatedly over a specified period, such as weekly or monthly.

Outlook Calendar

A calendar application included in Microsoft Outlook that allows users to schedule appointments, meetings, and events.

Recurrence Tool

A feature in the Outlook Calendar that enables users to set up recurring appointments by defining the frequency and duration of the occurrences.

Recurrence Pattern

The specific schedule for how often a recurring appointment occurs, such as daily, weekly, or monthly.

Occurrence

A single instance of a recurring appointment or meeting.

End Date

The date on which a recurring appointment or meeting will cease to occur.

Series

All instances of a recurring appointment or meeting grouped together.

00:00:06

or meetings that occur on fixed dates

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repeatedly over several weeks or several months,

00:00:11

you have the ability to create periodic

00:00:13

or recurring appointments.

00:00:15

The Outlook Calendar allows you to define

00:00:17

precisely these appointments or meetings

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to ensure you are not forced to always

00:00:21

re-create the same elements multiple times.

00:00:25

First, I create a new appointment.

00:00:29

I can also create a meeting, if several people are involved.

00:00:33

I find the subject, a location,

00:00:37

an hour of beginning and end,

00:00:40

and if necessary, a description.

00:00:42

So, the first step is typical as a unique event.

00:00:46

Now I wish that this appointment is periodic.

00:00:48

You will find the recurrence tool in the ribbon.

00:00:52

The wizard includes the information I've already filled in.

00:00:55

Here, I select the recurrence pattern.

00:00:58

I wish that this meeting be held every month,

00:01:00

so I check Monthly.

00:01:03

We propose two options, either to define the meeting

00:01:06

from the date or compared to a day of the week.

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I wish it was placed every last Friday of the month.

00:01:13

Then, I set a range of recurrence.

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Either this appointment will have no end date,

00:01:19

either it will not happen after so many occurrences

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or it will end on the date I tell it.

00:01:24

Here I pick, it ends after five occurrences.

00:01:29

I then click OK.

00:01:32

In my calendar, I can now see that my new appointment

00:01:35

is created and this on five months as I asked it.

00:01:41

Finally, if you want to change an appointment

00:01:43

or a recurring meeting, double-click to open it.

00:01:48

A window opens and asks if you want to change

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only this appointment, or if the change

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is applied to the entire series.

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By choosing just this one, the other occurrences

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in the series will not be affected.

00:02:00

On the other hand, if you choose the entire series,

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all occurrences will be changed.

00:02:06

Also, in the same way, you can decide to delete

00:02:08

only one occurrence, or the entire series.

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