A common task required when using Microsoft Outlook is having an appointment repeat on a regular basis. This is referred to as a “recurring appointment” and is very easy to setup once you know where to click.
A recurring appointment is great if you want to remind yourself of regular tasks such as paying bills by the due date, your child’s sporting activities and much more. I use this feature to add birthdays into my calendar, and even as a reminder of when I need to send my newsletter out.
It’s important to remember that an appointment in Outlook is not just for when you physically need to go somewhere, such as a doctor appointment, it can also be used as a way of allocating specific tasks you need to complete on specific days.
To create a recurring appointment, follow these steps:
- Open Microsoft Outlook
- From the Folder Pane select the Calendar
- Locate the day and time in the Calendar view where you wish to add a recurring appointment and click it once with the left mouse button
- You will see a blue bar appear
- Double click the time slot to see the Untitled – Appointment window appear:
- By double clicking you will see that the Start time and End times have both been filled in for you based on the time slot in the calendar that you double clicked
- You can now add a Subject e.g. Pay phone bill
- In the Location you may choose to leave this blank, if this does not apply to the specific appointment you are setting up OR enter an address or location for this appointment
- Ensure the Start time and End time are correct for both the date and time. If they are not simply click the calendar icon to adjust the dates or the drop down menu to adjust the time
- Next you should select how to show this time within the calendar, is it just that you will be busy, or will you be out of the office, use the drop down menu to select the appropriate option
- Now click the Recurrence button on the Ribbon
- The Appointment Recurrence dialog will appear
- You can now specify a recurrence pattern e.g. daily, weekly, monthly, yearly. I am going to choose Monthly
- Now you can select if you want the appointment to always occur on the same day of the month or if it needs to be every third Tuesday. I am selecting Day 11 of every 1 month.
- Next you can specify the range of recurrence. Do you want the appointment to continue indefinetley in your calendar or does it need to stop after a set number of occurrences. Make your selection from the options
- Click OK to return back to the appointment window
- You will now see the Recurrence details shown in the window
- Now click Save & Close from the Ribbon
- Move ahead in your calendar to the next date that your appointment should occur on and ensure it is displayed in your calendar
- You have now created a recurring appointment
I hope you have found this post useful and please forward any question to me via the Contact Me page or my social media options.