So far we have seen several ways to schedule appointments on our calendar. In Outlook, we can also schedule all-day activities. An all-day calendar entry that last 24-hour or longer is called an event. sometimes an event occurs only once and can last for one day or several days, but an annual event, such as a birthday or anniversary, occurs yearly on a specific date.
By default, an event displays time as free. Events do not occupy blocks of time in our calendar like other appointments; instead they are displayed as small banners at the top of the day's calendar.
Let's explore some options related to events in the following videos.
Making a Recurring Event
An event that appears on our calendar on a regular basis (e.g. monthly meeting, weekly practice, annual conference) can be set up as a recurring event.
Opening a Recurring Series
Now that our recurring event has been created, let's see how to open the event and update the details.
Description of the video:
So far we have scheduled several appointments on our calendar, in Outlook we can also schedule all day activities.
And all day calendar entry that lasts 24 hours or longer is called an event.
Sometimes an event occurs only once and can last for one day or several days, but an annual event such as a birthday or anniversary occurs yearly on a specific date.
By default an event displays time as free, events do not occupy blocks of times on our calendars like other appointments; and instead they are displayed a small banners at the top of the day's calendar.
Let's schedule an event; we will begin by opening a new appointment form, this time we will use a keyboard shortcut to open the new form.
To generate the new appointment form, in the calendar view press Control+N on your keyboard.
The new appointment form opens, to designate a subject for an all day event in the Subject field we're going to type "Annual Fine Arts Senior Showcase".
We now have the subject for the even,t but before we designate a recurring day we want to make this an all day event.
To make this an all day event, below the location field and to the right of the start time field, click the all day event checkbox.
Our event will last all day on the calendar.
Since the senior showcase will always be held on the first Friday in May, we can make it a recurring event.
In Outlook it is easy to make an activity reappear on a regular basis as a recurring item.
To designate this as a recurring appointment in the Options group click the Recurrence button.
The Appointment Recurrence dialog box appears.
Under Appointment Time we see that the event spans from 12am to 12am or all day.
In the Recurrence Pattern section we see a number of options which change depending on which radio button we check, to designate the event as yearly under Recurrence Pattern click the Yearly radio button.
New options appear, we can choose either a specific date or certain day of a particular week of a given month.
Our event is going to take place each year on the first Friday in May.
To begin adding a specific date, in the Recurrence Pattern section of the dialog box, click the radio button to the left of "On the".
Depending on when you're watching this video your options here may look quite a bit different.
To begin assigning the event to the first Friday in May click the first drop down arrow.
Change this to First; to continue assigning the date click to drop down arrow next to the day of the week, click Friday.
To finish assigning the date click the drop-down arrow next to the month of the year and click May.
This section should now say: On the first Friday of May.
Since the event will happen from now on, we will leave the default Range of Recurrence listed in the next section of the dialog box as No End Date.
To accept the setting at the bottom of the dialog box click OK.
We have returned to the previous window, the Show As field now displays the free label since Outlook by default designates all day events as free.
Since we will actually be very active that day we will want to designate it as Busy, to show the time as Busy in the Options group click the drop-down arrow next to Free and click Busy.
The reminder for this event is currently listed as .5 days, that amount of notice will not give us enough time to plan for this event; let's change that reminder now.
To change the reminder, in the Options group click the drop-down arrow next to the reminder.
The drop-down menu appears, we want to make our reminder for 12 weeks but this is not an option on the menu, however we can type in a custom reminder directly into the field.
To close the drop-down menu press the Escape key on your keyboard.
To select the default reminder time, in the Reminder field click the .5 days.
To change the reminder time to 12 weeks, type 12 weeks and press Enter.
To accept the event specifications, in the Actions group click the Save & Close button.
The event is now in our calendar, but we may not be able to see it because we created it independently of the currently displayed date.
Let's open our All Day Senior Showcase event and add the location.
To do this we need to move to the correct date.
Go to the Home tab on the ribbon, and to move to the correct date in the Go To group click the dialog box launcher.
The Go To Date dialog box appears, we need to navigate to the upcoming month of May.
To go to the first Friday in the upcoming month of May, in the date field type First Friday in May.
You can also add the year, such as First Friday in May 2018, to confirm this click OK.
The date appears in the calendar with the recurring event listed at the top.
To open the event, double click the Annual Fine Arts Senior Showcase event box.
The Open Recurring Item dialog box appears and asks us if we want to open just this occurrence of the series or the entire series.
Since we want to add a location for the event and it will be the same every year, we want to open the series.
To open the series, click The Entire Series radio button and click OK.
The event form opens.
Now we need to enter the location, Outlook stores all of the locations we have entered in the past, if we access the list of locations it is easy to click on the one we want.
Our Senior Showcase will be held in the Art Gallery, on the far right side of the location field click the drop-down arrow and then click Art Gallery.
To close and save the changes to the series, in the Actions group click Save.