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Calendar I: Outlook calendar basics

Recurring appointment in calendar; dialog box that appears when recurring appointment is opened

To open a recurring calendar entry to see its details or to change it, you'll double-click it. When you do this, you'll see a message like the one in the picture, which gives you two options:

Open this occurrence      Choose this option when you want to see or change one instance, not the entire series. On one particular day, for example, you might want to exercise a half-hour later than usual, without changing the usual time.

Open the series      Choose this option when you want to see or change the entire series — if, for example, you decided to shift all instances of your "Exercise" appointment by half an hour.

After the series is open, to change its recurrence pattern, click the Recurrence button on the Appointment tab.

Outlook Ribbon Image

Tips    Keep these in mind when you work with recurring items:

  • Don't delete a recurring entry. Instead, change the "End by" time. This leaves you with a record of past occurrences.
  • You may need to create several different recurring calendar entries to achieve the desired pattern for a single activity. For example, if you want to set up a payday event that occurs on the 15th day of the month and also on the last day of the month, you will need to set up two recurring events for that.
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