CIO-Information Technology

Frequently Asked Questions - Outlook

Do you have appointments that you repeatedly enter?
Ever find that you need to take a task or other item and create an email from it or visa versa? - PC users only

Ever find that you need to take a task or other item and create an email from it or visa versa?
Here is a quick way to take all this information from its original location into a new email without a single copy/past or entering the information by hand twice.

Simply select the item that is to create the email/appointment/task, etc. then click - hold - and - drag the item to the Inbox or Calendar or Task, etc. When you drop the item, a new email/appointment/task, etc. will pop up containing all the information. No re-entering data. You just need to insert the recipients and any additional information.

Do you have appointments that you repeatedly enter?
Outlook can make the repetitive entries for you. To set an appointment as a recurring one, you should first open the appointment or create the appointment.

Now go to the Actions menu, Recurrence choice.

When the Appointment Recurrence window opens, you will have a few decisions to make.

• At the top you will need to enter information pertaining to the time of the appointment.
• Below that there is the Recurrence Pattern section. On the left choose how often the appointment should be entered into your calendar. As you make this choice, you will notice that the right side changes. That is because each pattern will require different information in order for Outlook to manage things properly. Once you have chosen between daily, weekly, monthly or yearly recurrence, be sure to complete the information needed to the right.
• At the bottom of the window you will need to choose when to start including the appointment and when to stop including it (if ever).

Once you make all your choices, click the OK button. You will be returned to the appointment window. When you Save and Close this window, your appointment will be repeated throughout your calendar just as you requested.

Need to stop the recurrence of the appointment? If you return to the Appointment Recurrence window (open the appointment, Action menu, Recurrence choice), you will find a button labeled Remove Recurrence. Click it and work your way back out to the calendar, saving as you go.