Video: Manage recurring meetings

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If you need to meet on a regular basis with people, you can create a recurring meeting. You can also change when and how often you meet, and cancel just one meeting in a recurring series, or cancel the whole series at any time.

Create a recurring meeting

  1. Select Calendar Calendar .

  2. Select New Meeting, or New Skype Meeting if you want people to be able to join online over Skype for Business.

  3. In To, type the name or email addresses of who to invite.

  4. In Subject, type a subject.

  5. In Location, type a location.

  6. Enter the Start time and End time.

  7. Select Meeting > Recurrence to create a recurring meeting and then select the:

    • Appointment time – select the Start, End, Duration, and time zone.

    • Recurrence pattern – select Daily, Weekly, Monthly, or Yearly, which day(s) of the week, and how often (every 1 week, 2 weeks, etc.).

    • Range of recurrence – select when to Start, and either No end date,End after a number of occurrences, or End by a date.

  8. Select OK.

  9. Select Send to send the recurring meeting invite.

Change a recurring meeting

  1. Select Calendar Calendar .

  2. Double-click the meeting.

  3. Select if you want to make changes to Just this one meeting, or The entire series, and then select OK.

    Note: If you make changes to the entire series, you'll lose any one-off changes made to meetings within the series.

  4. Make the changes you want.

  5. If you want to change Recurrence options, select Recurrence, make the changes, and then select OK.

  6. Select Send Update.

  7. Select Yes to confirm.

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Schedule a meeting with other people

Change an appointment, meeting, or event

Cancel one meeting in a recurring series

Cancel all meetings in a recurring series

Cancel all future meetings in a series

Now let's set up the recurrence.

When we recur a meeting, we're going to set up a series of meetings and each and every one of them will be placed on our calendar, I would like to meet every week at first, that clearly shows our intent.

And let's say we want to do this for the first, well, through the end of the second quarter.

So let's end this at the end of June.

Here's our 30 minute meeting, recurring.

Now if you're relatively new to recurrence, this information at the top, Appointment time, Start, End, time zone, duration, we see that because I selected it out in meeting form.

Then I get to choose a pattern.

Do I want it to recur Daily, Weekly, Monthly or Yearly.

If I choose Daily, then it will occur everyday or I can say every week day there's something I need to do every single day that I'm in the office or every single day.

Weekly, how often, every week, every two weeks, remember that Johnathon invited me to a meeting that is every two weeks, this is every week.

If I choose Monthly though, notice that detecting the pattern is a little more difficult.

Is the pattern that I want to meet every month on the 15th or every two months or three months on the 15th or do I really mean the third Tuesday of every month, every other month, every third month. Because choosing the 15th could mean either thing.

And then we have Yearly, when I say yearly, do I mean March 15th or do I mean the third Tuesday of March? Those are my recurrence choices.

I'm going to choose Weekly on Tuesdays and click OK. Notice the recurrence occurs every Tuesday. There's the description, looks good.

And I'm now going to send this. And those events have been placed on my calendar.

There's a two pm event, remember I have that Eastern time calendar, now if I want to change one of these, I can.

And that's the cool thing so I know, for example, that I will not be in the office on April fifth.

I can simply double click and I'm asked with the recurring meeting, do i want to open this one or do I want to open the entire series?

If I want to change something about all of them, then I choose The entire series, if I want to change just one, I can change just this one.

And say, actually that week, let's meet on the seventh and send an update.

It says you changed the date of this occurrence.

Do you want to change them all, if so, open the Series.

Nope, just this one, and I say yes.

Now that series still encompasses the meeting that's on a Thursday, if I open the entire series, it still tells me that it recurs, that it occurs on Tuesdays, effective 3/15, all the way through the 30th of June, if, however, I go back into the recurrence and make changes and decide that we're going to do this every two weeks, on Tuesdays, notice if you've changed any specific appointments in that series, which I have, I moved one to a Thursday, all those changes will be cancelled because what I'm doing is stamping a whole new recurrence pattern on these appointments.

So from this series of behaviors, we can discern a rule for how you want to set up recurring meetings.

First, you want to set up the pattern. If you have a monthly meeting that is usually on the second Tuesday of the month but a few are different, set up the second Tuesday of the month. T

hen move the meetings that are different.

I'm gonna say then that I want to cancel this.

I want to get back out of here and I'm going to send whatever updates, it says hey, you haven't made any changes, I say okay then, there's nothing to send.

Let's just close this, and there's my meeting still there on the seventh.

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