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Administrative Technologies

Creating recurring events in Outlook and OWA

You can set up recurring appointments and meetings on your Exchange calendar in Outlook 2007, Outlook 2010, Outlook 2011, and OWA.

Before You Begin

Recurring events happen more than once. Rather than add the same event to your Exchange calendar several times, you can set up a recurring event.

For example, if your department schedules a staff meeting on the first Monday of every month, you can add that as a recurring event on your Exchange calendar. It will show up on your calendar every month.

Create a Recurring Event

To create a recurring event in Outlook 2007, Outlook 2010, Outlook 2011, or Outlook Web App (OWA), do the following:

  1. Do one of the following:
  2. Click Calendar on the left side of the window.
  3. Within the calendar, create a meeting or appointment just like you normally would.
    • If you invite people, the meeting will appear on their calendars as a recurring event too.
    • If you reserve a room for your meeting, it will only auto-accept the meeting invitation if the recurring event's date range falls within the room's booking window, which is defined on the Exchange server. By default, all rooms have a booking window of 180 days. Reservation requests for rooms that extend beyond the booking window will be denied.
  4. Do one of the following:
    • Outlook 2007: Click the Recurrence button.
    • Outlook 2010: Click the Recurrence button.
    • Outlook 2011: Click the Recurrence button and select Custom....
    • OWA: Click the Repeat... icon. This icon looks like a pair of circular arrows.
  5. Define the recurring event's start time, end time, and other aspects using the options in this window.
  6. Click OK.
  7. Click Save & Close.

Tips:

  • Select an appropriate status for the recurring event. For example, a recurring meeting should use the "Busy" status, but you may want other recurring events to show you as "Free."
  • You can modify the recurring event as a series, which changes all instances of the event.
  • You can also modify a particular instance of the event without changing the others.