Creating recurring appointments

Recurring appointments are appointments that repeat on some sort of schedule. You can schedule recurring meetings to repeat daily, weekly, monthly, or yearly. In addition, you can customize recurring appointment schedules.

1. In any view except the Preferences view, click the arrow on and select Appointment.

2. Enter the subject of the meeting. The Subject field is required. The subject becomes the description in the calendar.

3. Enter a location. You can use this field to describe the location of the meeting, such as giving a street address, building number, floor number. Use the Find Location tab to find and reserve a room that is listed in your company directory. These locations have been created as resource accounts by your system administrator and can be reserved.  The location you select in the Find Location tab is listed as a Resource under the Attendees field and is reserved..

4. Select the date and time. Enter the date or click the down arrow to display a calendar and pick a date. Select the End date.

• Note: If the time zone is displayed, it reflects the time zone that you are in. You usually do not need to change this. When you schedule meetings with attendees in different time zones, the invitation is sent reflecting the meeting time in their time zone. For example, if you create a meeting with attendees in California and New York, the invitation displays Pacific time for attendees in California and Eastern time (three hours later) for attendees in New York.

5. Click Repeat to view the recurrence patterns: daily, weekly, monthly, yearly, or custom. The meeting will be scheduled in the recurring pattern from the specified start date and time. Custom repeat lets you schedule more specific patterns.

If your recurring meeting has an end date, click the link next to the Repeat field.  

Select a recurrence pattern and, if necessary, to customize the pattern further, click the link that appears next to it.

• Every Day. Customize daily repeats to choose whether it is every day or some other sequence such as every two days or four days.

• Every Week. Customize weekly repeats to select whether it is a weekly recurring appointment or some other weekly pattern such as every two weeks.  You can select which day of the week you want the meeting.

• Every Month. Customize monthly repeats to select whether it is a monthly recurring appointment or some other monthly pattern such as every two months.  A calendar displays and you can select which day or days you want the meeting scheduled.

• Every Year. Customize yearly repeats to select the month and date.

5. In Reminder, you can select how many minutes before the meeting that attendees will be notified about the meeting.

6. Add resources. Use the Find Resources tab to find and reserve a resource. This information is listed as a Resource under the Attendees field.

7. Enter the names of the attendees. You can enter attendee names in any of the following ways:

• Go to the Find Attendees tab. Type a name and select which list to use, either Contacts or Global Address List. Select the names and press Add.  When complete, click OK.

• In the Attendees text field next, type the email addresses, separating addresses by a semicolon (;). As you type, names in your Contact list that match are displayed.

• To see the free/busy schedules for attendees, click the Schedule tab. As you enter attendees' names and email addresses, if attendees' schedules are known, availability appears in horizontal bars next to the names. Return to the Appointment tab when the attendee's list is complete.  

8. Use the Text field to add additional information to include in the email. To add attachments, click Add Attachments on the tool bar.

9. Click Save. An email invitation is sent to all attendees and the appointment is displayed in their calendars.