This video demonstrates creating and modifying repeating events and appointments in Outlook on the web, including setting repeat frequency, modifying a single event, creating an exception, modifying a series, and dealing with exceptions after changing a series. In this video, learn how to create and modify repeating appointments in Outlook on the web.
- [Instructor] For some of us, it would be wonderful if every single thing we did in our business life was a new and unique challenge. But in fact, much of what we do in business is something that we've done before. Some of these things are tied to specific events. For example, we purchased inventory items or qualified a lead. We finished an installation. Other of our activities are tied to a calendar. We submit the same form every Friday. We file the same expense report every month. We publish the same annual report at the end of each year. For these items that occur periodically and that repeat, we have a special type of appointment that we can create called a repeating or recurring appointment. Every morning I have blocked from 9:30 to 10:00 a.m. to process my email and my voicemail messages. I didn't create this appointment five times in this week. I created it once and set a pattern that said I do this every Monday through Friday. Here's how this works. I'm going to create an appointment to write up my expenses. They're due on the third day of the month. So I'd like to give myself a little bit of time. I think I'll do it always on the first of the month, here. Remember that I have some other appointments that kick in, so let me skip forward to the next time I'll need to do this in June. And on June 1st, I'm going to write up my expenses towards the end of the day, perhaps two o'clock in the afternoon. It doesn't usually take much time, but I'll just put Expense report from two to 2:30. If I don't like that time, if I want to do 2:45, for example, I can just type it in. And I'll simply note: Due on the 3rd. I'm going to save it. That's easy. Now, all I did was create one appointment though. Let's go back and edit it, click More options. Notice here where it says Repeat, this is how we create a repeating meeting. Rather than Never, I'm going to say I do this every month. And then it says, well, when you say you do it every month, do you mean you do it on the first day of the month, or on the first Monday of the month? And I'm going to say, "Actually, I do it on day one, "May 1st, June 1st, July 1st, August 1st, and so on." Now, with this set of choices, I can also create something that's quarterly. Quarterly is not a choice here. Quarterly simply means I'll do it every three months. But this is every month, on day one. I didn't specify how long this should repeat, so Outlook chose to set up repeating meetings on the first day of every month, all the way to June 1st of 2021. Now I could click the link and remove the end date, and if I do, then I'll have a meeting that never ends. If I were to look at my calendar for 2024, on November 1st, I would find that I actually have a meeting on that date. And while you can do that, and there's a link that will help us do that, there is a body of knowledge among people who have been working with Microsoft Outlook at Microsoft Exchange that says that there seems to be some sort of correlation between meetings that have no end date whatsoever and meetings that develop little issues or glitches in terms of adding or removing participants. Therefore, it's considered a best practice to make sure that your meetings actually end. For myself, I typically choose to end my meetings on the last day of the year. It doesn't matter if it's a Monday, it doesn't matter if it's day one, say that I won't have an instance of this meeting after December 31st of the current year. And then part of my cleanup at the end of each year is to go in and extend the repeat on repeating meetings for the next year, or create a new repeating meeting for the next 12 months. So I always choose an end date. And for me, I don't let it simply lay out a year of appointments. I choose the 31st of December because that reminds me that part of what I'm going to do in December is recreate or extend any repeating meetings that I have. I'm all done here though. I'm going to click Save. I've set up my repeat. It says Repeat on the first day of every month until December 31st, 2020. Am I busy? Yes, I'm going to actually do something with this time, and therefore I am now going to save this. And if I switch to Month view, what we'll see is on June 1st, I have an appointment, right here, Expense report. If I go to July 1st, Expense report. If I go to August 1st, ah, my Expense report is on a Saturday, so what do I do? And it's then due on a Monday. I need to move this to the Friday, so I drag and drop it. In September, looks good. October and so on. In August then, it's not truly an appointment on the first, but it's still part of that repeating series. And the reason that I can tell it's part of a repeating series is it has that circular symbol that all these other appointments have for repeating series. The way I can tell that it's been moved, that it is not the actual pattern, is that there is a slash through it. It's different than the pattern itself. And that would be true whether I move it to another day, like I did, or whether I simply slid it to another time on the same day. When you have items that consume calendar time, it's best to put them on your calendar. And when you want to block time on your calendar for items that repeat, then creating a repeating event is the best way to do that, even if you then need to move some items that are different than the normal pattern of repetition.
- Identify the ways to access Outlook on the web.
- Review options for sending emails and copying other recipients on emails.
- Describe methods to reply to emails that best utilize the features of Outlook on the web.
- Explain the various processes in creating calendar items.
- Distinguish between the three ways to create meetings in Outlook on the web.
- Differentiate between the various functionalities of Outlook on the web in utilizing lists.