Using Advanced Repeat Rules

Sometimes we need to manage events that are repeated in a complex manner. These might be events that repeat for extended years, have certain timely exceptions, or need to be moved for weekend occurrences. You can control the settings for these special circumstance events with the Advanced Repeat Rule button in the Add Event or Modify Event dialog boxes.

To set a Repeat Occurrence Rule:

  1. In the Add Event or Modify Event dialog box, click the Advanced Repeat Rule button. The Repeats dialog box displays.

  2. Enter the Start Date (the first date the event occurs) and the Repeat Until date (the last day the event is to occur). You may either enter the dates directly into these fields, or click the button to the right of each field and select a date from the Quick Date pop-up calendar.

  3. Select one of the three buttons underneath the date fields to define the Repeat Occurrence Rule. The fields below these buttons will change according to the option selected:

  4. Year, Month, Day displays three columns listing years, month names, and dates (1-31and last). This allows you to set your event to repeat on a specified day or the last day of the month, in one or more specified months, during one or more specified years.

  5. Year, Month, Week, Weekday displays four columns listing years, month names, week numbers (1-5 and last), and day names (Monday through Sunday). This allows you to set your event to repeat on a specified day of the week or the last day of the week, in a specified month, during a specified year.

  6. Every displays two basic fields plus others depending on what you enter in each of these two fields, as follows:

The first field allows you to indicate the interval in which an event reoccurs. If, for example, you entered a 2, then your event occurs every 2 days or 2 weeks depending on what you've specified in the second field.

The second field offers these options:

Day(s) repeats the event on a daily basis. This allows you to indicate the period of time (in days) between event occurrences.

Week(s) repeats the event on a weekly basis. When you select this option another field displays which lists the days of the week. Here you can specify on which days of the week you want your event to repeat. If, for example, your event repeats on Monday and Wednesday of every other week, you would select Monday and Wednesday in this list of days.

Month(s)(Weeks) allows you to specify which weeks of the month and which days of the week your event should repeat. For example, this is where you can specify that you want your event to repeat on the second Thursday of every month.

Month(s)(Days) allows you to specify by date when your event should repeat. For example, this is where you can indicate that you want your event to repeat on the 15th and the 30th of every month.

Year(s)(Days) allows you to indicate the month of the year and the day of the month your event should repeats. For example, this is where you can specify that you want your event to repeat every April 12th. (It's a good one for birthdays, anniversaries, etc.)

Year(s)(Weeks) offers these three fields: Months, Weeks, Days of the week. They allow you to set an event that repeats on a certain day(s) of a certain month(s). If, for example, you have a meeting scheduled for the first Monday of May, June and July only, this is how to get it on your calendar.

Hebrew Birth /Death dates allows you to set your event to repeat annually according to the Jewish calendar.

In the upper right corner of the dialog box, a month calendar displays the repeat dates according to your selected dates and repeat rules. You may use the arrow buttons to change the month or year displayed in this calendar. Repeat dates are displayed in green. This calendar is also used to indicate any exceptions to the Repeat Occurrence Rule.

  • Click on a date in the calendar. The exception dates will display a red background, and will be listed in the drop-down menu of the Exceptions field. If there are no exceptions to the rule, this field remains set to the default value, No Exceptions.

You may use the Weekend Occurrences field to determine what happens to recurring events when they fall on a weekend. The default setting, Do Not Move, maintains the event on its normal schedule. Other options are: Move to Friday, Move to Monday, Move to Closest Weekday, Delete Occurrence and Weekends Only.

  1. Following the instructions above, set the event to repeat as needed. Then click the OK button to save your changes.

If you entered any dates or repeat rules in the Event tab, that information will be carried over to this dialog box.