How do you add a day(s) to a reoccuring meeting once it's created

[John Verreault]

How do you add a day(s) to a reoccuring meeting once it's created? You can
change the frequency or the end or start times or even move exisiting
occurances around or delete an occurance but cannot actually add an
additional occurance.

For example:
If I setup a team meeting or appointment for every Tuesday at 1:30 running
until the end of the year but need to add on day on a given week for some
reason after the meeting was created I cannot do it. The additional day
needs to be setup as a separate meeting. This is nonsense as every other
enterprise level calendaring system I have ever used can do this. It's basic
functionality.

 

[Brian Tillman [MVP - Outlook]]

How do you add a day(s) to a reoccuring meeting once it's created? You can
change the frequency or the end or start times or even move exisiting
occurances around or delete an occurance but cannot actually add an
additional occurance.

Right-click an occurrence and drag it to the day you want to add. Release
the mouse button and choose Copy.

 

[John Verreault]

Thanks Brian, that is a good work-around but it does not actually make the
copied meeting part of the original series so edits to the series do not
affect it. This very basic bit of functionality makes Outlook and Exchange
seem clunky in the enterprise world. It seems like a piece of the progamming
is missing given the other calendaring systems out there that I know do this
as basic functionality.... seems MS was in too much of a hurry to get a
product out to market yet again and now has to play catch-up. Sigh.

John Verreault

 

[Brian Tillman [MVP - Outlook]]

Thanks Brian, that is a good work-around but it does not actually make the
copied meeting part of the original series so edits to the series do not
affect it.

You yourself said that the occurrence you want to add doesn't fall within
the pattern of the original recurrence. If it doesn't match the recurrence,
how could it be part of the series? Outlook can't do irregular recurrences.
It's not a recurrence in that case.

 

[Rufus]

tillman1952 wrote on Tue, 28 October 2008 08:1

You yourself said that the occurrence you want to add doesn't fall within
the pattern of the original recurrence. If it doesn't match the recurrence,
how could it be part of the series? Outlook can't do irregular recurrences.
It's not a recurrence in that case.

------------------------------------------------------------ ------


I completely disagree with this advice. It is entirely WRONG!

I know as I looked for an answer to this specific question and was disappointed to note this response (one that I've seen repeated on other forums too - but mainly by software companies selling a solution!). However, whilst trying to do this I came across a method which seems to meet all of John's criteria perfectly.

John's question is asking for a way to set up one series of meetings, but occurring on different dates, times etc. He wants these meetings to be linked so that he can edit the series just as if they followed the normal weekly pattern. I didn't think this was an unreasonable request either! As it turns out it isn't - but it can be a bit laborious if you need to set up a LOT of meetings...

Quite simply, you need to create a series of meetings that ALMOST meets your requirements, say for instance, weekly. Whatever's closest.

I had a weekly meeting, but the day and time changed every week. One week Wednesday, another Thursday. Some weeks 10am, others 2pm.

I created a weekly meeting, occurring every Thursday at 10am. Then, I set my calendar view to 5 day.

I was then able to select each meeting individually and drag and drop it to the correct day and time for that week. Outlook asks "Do you want to change just this meeting or the entire series?". Obviously, I selected just this meeting.

The changed meeting is now shown with the Recurring Appointment symbol, but now with a line through it. However, it is still linked to the series, but if you open the recurring appointment it will still show 'Every Thursday 10am'.

Once you've finished changing the various appointments, you can open the series and add invitees. This will automatically send one recurring weekly meeting and an update mail for each changed appointment.

If you open the series and delete the appointment, it will delete them all - including the dates you changed.

I have tested this thoroughly and it seems to work for me. I hope it works for you too.

 

[Diane Poremsky [MVP]]

The advice is not wrong - as you use outlook more you'll discover that a lot
of exceptions to recurrences may result in lost data - if you never take
notes in each meeting request and don't need to keep your 'history', it may
work fine for you. As you discovered, its not a good method if you need to
make a lot of exceptions -its very time consuming. Time is money and the
cost of ws.repeat appointment can be more cost effective in the long run.

--
Diane Poremsky [MVP - Outlook]



Outlook Tips by email:
(e-mail address removed)

EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)

You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point your
newsreader to msnews.microsoft.com.

 

[Snacks]

I am looking for something very similar - repeat irregular appointments and
there are lots of recommendation for WS:Repeat Appointments 2.00. Does this
work with Outlook 2007?

The advice is not wrong - as you use outlook more you'll discover that a lot
of exceptions to recurrences may result in lost data - if you never take
notes in each meeting request and don't need to keep your 'history', it may
work fine for you. As you discovered, its not a good method if you need to
make a lot of exceptions -its very time consuming. Time is money and the
cost of ws.repeat appointment can be more cost effective in the long run.

--
Diane Poremsky [MVP - Outlook]



Outlook Tips by email:
(e-mail address removed)

EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)

You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point your
newsreader to msnews.microsoft.com.

tillman1952 wrote on Tue, 28 October 2008 08:10


------------------------------------------------------------ ------


I completely disagree with this advice. It is entirely WRONG!

I know as I looked for an answer to this specific question and was
disappointed to note this response (one that I've seen repeated on other
forums too - but mainly by software companies selling a solution!).
However, whilst trying to do this I came across a method which seems to
meet all of John's criteria perfectly.

John's question is asking for a way to set up one series of meetings, but
occurring on different dates, times etc. He wants these meetings to be
linked so that he can edit the series just as if they followed the normal
weekly pattern. I didn't think this was an unreasonable request either! As
it turns out it isn't - but it can be a bit laborious if you need to set
up a LOT of meetings...

Quite simply, you need to create a series of meetings that ALMOST meets
your requirements, say for instance, weekly. Whatever's closest.

I had a weekly meeting, but the day and time changed every week. One week
Wednesday, another Thursday. Some weeks 10am, others 2pm.

I created a weekly meeting, occurring every Thursday at 10am. Then, I set
my calendar view to 5 day.

I was then able to select each meeting individually and drag and drop it
to the correct day and time for that week. Outlook asks "Do you want to
change just this meeting or the entire series?". Obviously, I selected
just this meeting.
The changed meeting is now shown with the Recurring Appointment symbol,
but now with a line through it. However, it is still linked to the series,
but if you open the recurring appointment it will still show 'Every
Thursday 10am'.

Once you've finished changing the various appointments, you can open the
series and add invitees. This will automatically send one recurring weekly
meeting and an update mail for each changed appointment.
If you open the series and delete the appointment, it will delete them
all - including the dates you changed.
I have tested this thoroughly and it seems to work for me. I hope it works
for you too.

 

[Diane Poremsky [MVP]]

Yes, it does. There is a trial available so you can test it and see if it
meets your needs.
From http://www.websetters.co.uk/WSAddIns/WSRAII/index.htm


--
Diane Poremsky [MVP - Outlook]

Outlook & Exchange Solutions Center: http://www.slipstick.com/

Outlook Tips by email:
mailto:[email protected]

EMO - a weekly newsletter about Outlook and Exchange:
mailto:[email protected]

Poll: What version of Outlook do you use?
http://forums.slipstick.com/showthread.php?t=27072

I am looking for something very similar - repeat irregular appointments
and
there are lots of recommendation for WS:Repeat Appointments 2.00. Does
this
work with Outlook 2007?

The advice is not wrong - as you use outlook more you'll discover that a
lot
of exceptions to recurrences may result in lost data - if you never take
notes in each meeting request and don't need to keep your 'history', it
may
work fine for you. As you discovered, its not a good method if you need
to
make a lot of exceptions -its very time consuming. Time is money and the
cost of ws.repeat appointment can be more cost effective in the long run.

--
Diane Poremsky [MVP - Outlook]



Outlook Tips by email:
(e-mail address removed)

EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)

You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point
your
newsreader to msnews.microsoft.com.

tillman1952 wrote on Tue, 28 October 2008 08:10
message
Thanks Brian, that is a good work-around but it does not actually
make
the
copied meeting part of the original series so edits to the series do
not
affect it.

You yourself said that the occurrence you want to add doesn't fall
within
the pattern of the original recurrence. If it doesn't match the
recurrence, how could it be part of the series? Outlook can't do
irregular recurrences. It's not a recurrence in that case.
--
Brian Tillman [MVP-Outlook]


------------------------------------------------------------ ------


I completely disagree with this advice. It is entirely WRONG!

I know as I looked for an answer to this specific question and was
disappointed to note this response (one that I've seen repeated on
other
forums too - but mainly by software companies selling a solution!).
However, whilst trying to do this I came across a method which seems to
meet all of John's criteria perfectly.

John's question is asking for a way to set up one series of meetings,
but
occurring on different dates, times etc. He wants these meetings to be
linked so that he can edit the series just as if they followed the
normal
weekly pattern. I didn't think this was an unreasonable request either!
As
it turns out it isn't - but it can be a bit laborious if you need to
set
up a LOT of meetings...

Quite simply, you need to create a series of meetings that ALMOST meets
your requirements, say for instance, weekly. Whatever's closest.

I had a weekly meeting, but the day and time changed every week. One
week
Wednesday, another Thursday. Some weeks 10am, others 2pm.

I created a weekly meeting, occurring every Thursday at 10am. Then, I
set
my calendar view to 5 day.

I was then able to select each meeting individually and drag and drop
it
to the correct day and time for that week. Outlook asks "Do you want to
change just this meeting or the entire series?". Obviously, I selected
just this meeting.
The changed meeting is now shown with the Recurring Appointment symbol,
but now with a line through it. However, it is still linked to the
series,
but if you open the recurring appointment it will still show 'Every
Thursday 10am'.

Once you've finished changing the various appointments, you can open
the
series and add invitees. This will automatically send one recurring
weekly
meeting and an update mail for each changed appointment.
If you open the series and delete the appointment, it will delete them
all - including the dates you changed.
I have tested this thoroughly and it seems to work for me. I hope it
works
for you too.