Creating Onetime and Recurring Meetings in Outlook

Learn the steps necessary for creating onetime and recurring meetings in Outlook.

Outlook gives you the ability to set up meetings with individuals and groups.  The meetings can be set up as a onetime meeting or as recurring, applying the meeting details to all the set dates.  Below are the step by step instructions for creating onetime and recurring meetings in Outlook.

Creating Single Occurrence Meetings

  1. From the Calendar app, click the Home tab.
  2. Click New Meeting in the New group.Creating Onetime and Recurring Meetings in Outlook

OR

Use the shortcut key – CTRL + Shift + Q

OR

If you are using another app in Outlook — Click on the Home tab. In the New group, select the drop-down arrow for New Items and select Meeting.Creating Onetime and Recurring Meetings in Outlook

  1. The new meeting box opens.Creating Onetime and Recurring Meetings in Outlook
  • To – Enter the names and resources to include in the meeting. Clicking the To icon will allow you to choose people and resources from your address book. It also gives you the ability to designate which attendees/resources are required, optional, and resources.  You can also type addresses directly in the Required, Optional and Resources boxes.  Click OK once you have added all the needed people and resources.Creating Onetime and Recurring Meetings in Outlook
  • Enter the Subject of the meeting.
  • Enter the Location of the meeting.
  • For Start time, enter the start date and time.
  • For End time, enter the end date and time.
  • Check All day event, to have the meeting block the whole day.
  • Type in the details of the meeting within the body.
  1. Click the Send button once you have completed the meeting details.Creating Onetime and Recurring Meetings in Outlook
  2. The meeting is then added to your calendar.Creating Onetime and Recurring Meetings in Outlook
  3. Double-click the meeting to open the meeting to view the details.Creating Onetime and Recurring Meetings in Outlook
  • The top of the meeting notes if responses were received.
  • Click the Send Update button if you make any changes to the meeting.

Creating Recurring Meetings

Recurring meetings are used to create meetings that pertain to the same topic that need to be held multiple times.  For example, when working on a major project you may set status update meeting for each week until the project is completed.  Recurring meetings allows you to set up all meetings within one new meeting form.

  1. From the Calendar app, click the Home tab.
  2. Click New Meeting in the New group.Creating Onetime and Recurring Meetings in Outlook

OR

Use the shortcut key – CTRL + Shift + Q

OR

If you are using another app in Outlook — Click the Home tab. In the New group, select the drop down arrow for New Items and select Meeting. Creating Onetime and Recurring Meetings in Outlook

  1. The new meeting box opens. Creating Onetime and Recurring Meetings in Outlook
  2. Click the Meeting Tab, if not already selected.
  3. Click Recurrence from the options group.Creating Onetime and Recurring Meetings in Outlook
  4. Enter the recurrence options in the Appointment Recurrence dialog box.Creating Onetime and Recurring Meetings in Outlook
  • Start – Enter start time.
  • End – Enter end time.
  • Recurrence Pattern
    • DailyCreating Onetime and Recurring Meetings in Outlook
    • WeeklyCreating Onetime and Recurring Meetings in Outlook
    • MonthlyCreating Onetime and Recurring Meetings in Outlook
    • YearlyCreating Onetime and Recurring Meetings in Outlook
  • Range of recurrenceCreating Onetime and Recurring Meetings in Outlook
    • No end date – Meetings continue indefinitely.
    • End after – Set the number of times the recurring appointment should occur.
    • End by – Set the date the recurring appointment should end by.
  1. Click OK to accept the recurrence settings you have made.Creating Onetime and Recurring Meetings in Outlook
  2. The Recurrence information is then added to the meeting dialog box. You can then continue setting up the meeting details.Creating Onetime and Recurring Meetings in Outlook
  • To – Enter the names and resources to include in the meeting. Clicking the To icon will allow you to choose people and resources from your address book. It also gives you the ability to designate which attendees/resources are required, optional, and resources.  You can also type addresses directly in the Required, Optional and Resources boxes.  Click OK once you have added all the needed people and resources.Creating Onetime and Recurring Meetings in Outlook
  • Enter the Subject of the meeting.
  • Enter the Location of the meeting.
  • Type in the details of the meeting within the body.
  1. Click the Send button once you have completed the meeting details. Creating Onetime and Recurring Meetings in Outlook
  2. The meeting is then added to your calendar.Creating Onetime and Recurring Meetings in Outlook
  3. To view or make changes to the meeting, double-click the recurring meeting appointment will open the Recurring Item dialog box.Creating Onetime and Recurring Meetings in Outlook
  • Just this one – Any changes you make to the appointment will only apply to the single appointment selected.
  • The entire series – Any changes you make will apply to all appointments within the recurring appointment series.
  1. Click Ok once you have make your selection.
  2. The Meeting Details dialog box will open. Click the Send Update button if you make any changes to the recurring meeting.Creating Onetime and Recurring Meetings in Outlook