Skip to main content

How to create recurring meeting/appointment at different times in Outlook?

By default, when you create recurring meeting or appointment in Outlook, the whole series of the recurring meeting or appointment will have a regular time and date. Outlook provides you with no feature for creating recurring meeting or appointment at different times. If you want to create recurring meeting or appointment at different times, you need to create a recurring meeting or appointment firstly, and then change the specified meetings or appointments manually in Outlook. Please do as follows.

Create recurring meeting/appointment at different times in Outlook

Create recurring meeting or appointment

Change the specified meetings or appointments to different times

Office Tab - Enable Tabbed Editing and Browsing in Microsoft Office, Making Work a Breeze
Kutools for Outlook - Boost Outlook with 100+ Advanced Features for Superior Efficiency
Boost your Outlook 2021 - 2010 or Outlook 365 with these advanced features. Enjoy a comprehensive 60-day free trial and elevate your email experience!

arrow blue right bubbleCreate recurring meeting/appointment at different times in Outlook

For creating recurring meeting/appointment at different times in Outlook, please do as follows.

Create recurring meeting or appointment

1. Firstly you need to create a new meeting or appointment in your Outlook calendar.

2. In the Meeting or Appointment window, fill in the Subject and the Location fields and then click the Recurrence under Meeting tab.

Note: If that’s a meeting you create, please keep the To field blank.

3. In the Appointment Recurrence dialog box, define the Appointmenttime, Recurrence pattern and the Range of recurrence for your own needs, and finally click the OK button.

4. Now save the recurring meeting or appointment.

1). For recurring appointment, click the Save & Close button under AppointmentSeries tab;

2). For recurring meeting, click the Save button to save it. See screenshot:

5. Then the Appointment window is closed automatically. But you need to manually click the Close button to close the Meeting window.

Change the specified meetings or appointments to different times

After creating a series of recurring meetings or appointments, now you need to manually change the specified meetings or appointments to different times.

For example you have created a recurring meeting or appointment named sales report which will recur in every one week on Thursday. Now you want to change the date 14’s meeting to date 15, and date 28’s meeting to date 31. See screenshot:

1. Double click to open the meeting or appointment in date 14. When an Open Recurring Item dialog box pops up, check the Open this occurrence option and click the OK button in outlook 2010 or 2007.

Tip: in outlook 2013, please click Just this one in the Open Recurring Item box.

2. In the new Meeting Occurrence or Appointment Occurrence window, change the Start time to date 15. And then save the changes. See screenshot:

3. In the popping up prompt box, click the Yes button.

4. Manually close the Meeting Occurrence window.

Then change other specified meetings or appointments separately with the above method.

After changing to different times, you can see the differences as below screenshot shows.

Notes:

1. For recurring meeting, you need to add attendees in order to send the meeting request.

1). Please double click a meeting recurrence, check Open the series option, then click the OK button.

2). In the Meeting Series window, add the attendees’ email addresses in the To field, and then click the Send button to send it.

2. Notice that if you have changed two meeting occurrences in the meeting series, after clicking the Send button, Outlook will send three meeting request emails to the attendees. If you have changed four, it will send five meeting request emails. That is to say, you will receive the different date meetings separately.


Best Office Productivity Tools

Kutools for Outlook - Over 100 Powerful Features to Supercharge Your Outlook

🤖 AI Mail Assistant: Instant pro emails with AI magic--one-click to genius replies, perfect tone, multilingual mastery. Transform emailing effortlessly! ...

📧 Email Automation: Out of Office (Available for POP and IMAP)  /  Schedule Send Emails  /  Auto CC/BCC by Rules When Sending Email  /  Auto Forward (Advanced Rules)   /  Auto Add Greeting   /  Automatically Split Multi-Recipient Emails into Individual Messages ...

📨 Email Management: Easily Recall Emails  /  Block Scam Emails by Subjects and Others  /  Delete Duplicate Emails  /  Advanced Search  /  Consolidate Folders ...

📁 Attachments ProBatch Save  /  Batch Detach  /  Batch Compress  /  Auto Save   /  Auto Detach  /  Auto Compress ...

🌟 Interface Magic: 😊More Pretty and Cool Emojis   /  Boost Your Outlook Productivity with Tabbed Views  /  Minimize Outlook Instead of Closing ...

👍 One-click Wonders: Reply All with Incoming Attachments  /   Anti-Phishing Emails  /  🕘Show Sender's Time Zone ...

👩🏼‍🤝‍👩🏻 Contacts & Calendar: Batch Add Contacts From Selected Emails  /  Split a Contact Group to Individual Groups  /  Remove Birthday Reminders ...

Over 100 Features Await Your Exploration! Click Here to Discover More.

Read More       Free Download      Purchase
 

 

Comments (8)
No ratings yet. Be the first to rate!
This comment was minimized by the moderator on the site
Hi. If I have a recurring meeting with a group of people (weekly), but I want to add someone else to attend only monthly, do you know if this can be done? I can't work it out. Thanking you.
This comment was minimized by the moderator on the site
Hi thanks for the guidance.
On the last point, the recipient will receive multiple emails for the changes made, is there a way for them to just receive 1 email
This comment was minimized by the moderator on the site
Hi Smile,

Sorry I can't find a solution to this problem yet.
This comment was minimized by the moderator on the site
We have a daily (weekdays) recurring meeting at 9am. As a manager, I'd like to pop into the meeting at random once or twice a week. Without a reminder on my calendar though I know it will get forgotten or get pushed off until Fridays every week. How can I create an appointment to remind me to go to the meeting twice a week, but not on the same day of the week? I assume this means doing it in VBA.
This comment was minimized by the moderator on the site
Hi, I have changed the details in some occurrances of a recurring appointment (agenda items different for each week - in the main body of the appointment) no change of date or time. I have updated the single appointments and re-sent to the team but these changes don't show in the appointments in my calendar. I've checked in my bosses calendar and they show in his - can you help? this is causing a lot of problems as I now can't change/add to the agenda items.
This comment was minimized by the moderator on the site
that's because you are saving changes from a different account that the one what created the meeting! for your changes to be shared they need to be added to the "organizer's version" of the event, each "guest" can save notes in his/her version of the event.
This comment was minimized by the moderator on the site
Thank you for the detailed guide. How do I made further changes to the timing of occurring meetings with different dates once you've "Changed the specified meetings or appointments to different dates")?
This comment was minimized by the moderator on the site
Thank you for showing how to create a recurring event that doesn't occur on the same date every time.
There are no comments posted here yet
Please leave your comments in English
Posting as Guest
×
Rate this post:
0   Characters
Suggested Locations