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Managing Repeating Events

Why Create Repeating Events?

When you create an event in the calendar, you have the option to make it repeat over a period of time. For example, you may have a guest lecture that occurs once a week, or a gallery series that is open every Tuesday through Saturday. Repeating an event saves you the time it would take to create multiple separate events. You will be able to make changes to all events in a series at once, or update just one of the series.

Here are the repeating options available:

How to Create a Repeating Event

  1. In the Edit an event screen, add in your Start Date & Time, and your End Time ONLY (not the End Date)If your event is an all-day event, put a check mark in the box next to All Day, and leave the End Date & Time option blank.
  2. Put a check mark in the box next to Repeat this event.
  3. Then, from the drop-down menu, select the repeating pattern for your event:

a. Daily

Choose the number of days to repeat the event by making a selection from the drop-down menu next to every X days (where X is the number of days to repeat the event).  Add in the Start Date again, and now add the End Date, or the number of occurences you wish the event to have. The or after X occurrences option will create X many events in your series, including the initial event.

Example:

Daily Repeating Event Options

These settings will add a Daily event to the calendar starting at 10:00am to 2:00pm beginning on November 1, 2014 and repeating every 3 days at 10:00am to 2:00pm through November 19, 2014.

- November 1, 2014
- November 4, 2014
- November 7, 2014, etc. until November 19, 2014.

*Note that if your event series doesn’t end evenly on the End Date you've selected, the series will end on the nearest/closest date to your specified End Date.

b. Every weekday (Monday to Friday), or Every Monday, Wednesday, and Friday, or Every Tuesday and Thursday

Choose the Start Date again, and now add the End Date, or the number of occurences you wish the event to have. The or after X occurrences option will create X many events in your series, including the initial event.

*Note that if your event series doesn’t end evenly on the End Date you've selected, the series will end on the nearest/closest date to your specified End Date.

Example:

Repeating Every Week on the Same Day Option

These settings will add an event to the calendar starting at 10:00am to 2:00pm beginning on November 3, 2014 and repeating Every weekday (Monday to Friday) through November 14, 2014.

*Note that if your event series doesn’t end evenly on the End Date you've selected, the series will end on the nearest/closest date to your specified End Date.

c. Weekly

Choose the number of weeks to repeat the event by making a selection from the drop-down menu next to every X weeks (where X is the number of weeks to repeat the event).

If you only want the event to occur weekly on specific days, put a check mark in the box next to On specific days? and then choose the specific days on which to hold the event.

Add in the Start Date again, and now add the End Date, or the number of occurences you wish the event to have. The or after X occurrences option will create X many events in your series, including the initial event.

Example:

Weekly Repeating Event with Specific Days Option

These settings will add an event to the calendar starting at 10:00am to 2:00pm beginning on November 3, 2014 and repeating Weekly, every Wednesday and Friday through November 14, 2014.

*Note that if your event series doesn’t end evenly on the End Date you've selected, the series will end on the nearest/closest date to your specified End Date.

d. Monthly

Choose the number of months to repeat the event by making a selection from the drop-down menu next to every X months (where X is the number of months to repeat the event).

If you want the event to occur monthly on the same day of the month as your initial event, select the radio button next to day of the month. Or, if you want the event to occur monthly on the same day of the week as the first event in the series, select the radio button next to day of the week.

For example, if your event started on November 3, and you want your event to repeat on the 3rd of the month for the duration of your series, select day of the month.  If your event started on a Monday, and you want each repeating event to also be held on a Monday, select day of the week.

Example:

Repeating Monthly per Day option

These settings will add an event to the calendar starting at 10:00am to 2:00pm beginning on November 3, 2014 and repeating Monthly, on every 3rd day of the month through January 14, 2015:

November 3, 2014
December 3, 2014
January 3, 2015

*Note that if your event series doesn’t end evenly on the End Date you've selected, the series will end on the nearest/closest date to your specified End Date.

Repeating monthly per day of week option

These settings will add an event to the calendar starting at 10:00am to 2:00pm beginning on November 3, 2014 and repeating Monthly, on every 4th Monday of the month through January 14, 2015:

Monday, November 3, 2014
Monday, December 1, 2014
Monday, January 5, 2015

*Note that if your event series doesn’t end evenly on the End Date you've selected, the series will end on the nearest/closest date to your specified End Date.

e. Yearly

Choose the number of years to repeat the event by making a selection from the drop-down menu next to every X years (where X is the number of years to repeat the event).

Example:

Yearly repeating event option

These settings will add an event to the calendar starting at 10:00am to 2:00pm beginning on November 3, 2014 and repeating Yearly through November 2016:

November 3, 2014
November 3, 2015
November 3, 2016

Changing a Repeating Event

To change the repeating pattern for all events in the series, do the following:

1. Click the event title for the specifc event you wish to change in order to edit the event.
2. Under the Repeat this event option, select the new repeating pattern from the drop-down menu.
3. Scroll to the bottom of the event's page and click the button Change entire series.

To change the repeating pattern for 1 or more events in the series, do the following:

1. Click the event title for the specifc event you wish to change in order to edit the event.
2. Under the Repeat this event option, select the new repeating pattern from the drop-down menu.
3. Scroll to the bottom of the event's page and click the appropriate button:

Change all following events
This option will change this particular instance of the event in the series as well as all future occurrences of the event in the series. For example, after the kick-off meeting, you decide to change the time of the event for all future dates.

Change only this event
This option will change this specific event, but not any other event in the series. This option is helpful when you want to change or delete just 1 event, for example - if you have to move one week's lecture series from 6pm to 7pm, but keep all the other lectures at 6pm.

When you use this option, that one event will now become an exception to the rest of the series, but will still be considered as part of the series. Keep in mind that if you change only one event in a series, those changes might be overwritten if you later save a change across an entire series of repeated events.

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