Just as you can create a series of repeating appointments you can create a series of repeating meetings, create the meeting, set the repeating properties, then add attendees. In this video, learn how to create and manage a repeating meeting.
- [Instructor] Just as we have repeating appointments, we can have repeating meetings. And those are fairly usual because most of the groups we meet with meet more than one time. The nature of business is that many meetings are cyclical. I want to set up a new meeting with the CEO for an update. Alternate Thursdays beginning this Thursday. I'll begin by adding a title. And inviting required attendees and that's Simon Lodine. There we go. I'm want to try 11 A.M. to 11:30. And it says Simon is available then, that's great. Simon's office is the location. Add a description. Bi-weekly IT update. Now, before I go any further, there's no we're here to set recurrence. So I'll need to click more options and under repeat, choose every week. But it's not every week, it's every two weeks. So when I choose every week, I'm actually choosing the time basis for my recurrence days, weeks, months or years. And it is on Thursday. Every other Thursday and then I'm going to set my end date at the end of the year. And click save. Having set my repeat, I could add any other information I wished, but everyone is available on Thursdays at 11:30 and I'm going to send this repeating meeting that I just created. So if I skip to next week, no repeating meeting, click again though and the following Thursday, there's my repeating meeting, IT update in Simon's office. You'll remember earlier that I was moving repeating appointments around. If I modify the duration or the pattern for a repeating appointment or a repeating meeting, it behaves in exactly the same way. So for example, I would estimate that by the time we get to November... I'll have a problem with Thursday. And the problem with Thursday in November will be that Thanksgiving is going to be right here on a Thursday, but fortunately, I don't have a meeting that day, so there's nothing to move. However, let's say I did have to move a meeting. I'm going to go back to today. And go to... The meeting that falls just before Memorial Day and Simon said, you know, I really can't meet that day. Can we move the meeting? So I'm going to take that meeting and move it. Says the event time has changed. Open the event, send an update. Says I'm editing a single occurrence of repeating series and I'm going to send this, so that Simon now has an updated version. Now remember that this is part of a series, but it's not following the pattern and that's what that slash across the repeating sign means. Here's the thing that's important about a repeating meeting. If I change the recurrence, if I go into the meeting and I edit it... And I make a modification. If I modified the duration or the pattern, so if I change this to be a one hour meeting or if I change it so that it's meeting every single week and save it and send it, it says if you changed specific events in the series, your changes will be canceled and those events will match the series again. Let me say this another way. If I save this, then the meeting before Memorial Day weekend that I moved because Simon asked me to will now snap back to the new pattern, which I have sent. So anytime you have an appointment or meeting that repeats and you change either the duration or the repeat pattern for that meeting or appointment, then all of your outliers, all of the meetings that you've moved by one day, so they didn't fall on a weekend or by someone's request will all snap to the new pattern that you have set for the series. Watch what happens. Here, I have the IT update that's the new update and while we watched the old meeting that had been moved from the Thursday to the Wednesday is removed from the calendar. Hopefully you now understand how repeating meetings function. How you can modify them and how changing the pattern puts any modifications you have made to specific meetings at risk.
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