How do I end a recurring appointment without loosing prior edits?

[Guest]

I am using Outlook 2007. I have a recurring appointment set up with no end
date. I have edited single occurances of this appointment in the past. I
would like to end the occurance now, but when I do, I get a warning that I
will loose any exceptions to the series. Is there anything I can do to save
the exceptions, but remove the recurrance from this date forward?

 

[Brian Tillman]

I am using Outlook 2007. I have a recurring appointment set up with
no end date. I have edited single occurances of this appointment in
the past. I would like to end the occurance now, but when I do, I get
a warning that I will loose any exceptions to the series. Is there
anything I can do to save the exceptions, but remove the recurrance
from this date forward?

A recurring event is only a single entry in the calendar, with the
recurrences calculated on the fly and the exceptions kept as a table of some
kind within the base item. If you wish to put an end date on a recurring
appointment and retain the exceptions, you'll have to export the appointment
to a CSV file to convert it to individual entries, delete the original item,
and reimport the list of events generated when you exported.

 

[Guest]

Thanks. How do I export to a CSV file, then reimport the list of events?

 

[Brian Tillman]

Thanks. How do I export to a CSV file, then reimport the list of
events?

This is how I'd do it: first, I'd create a new calendar folder
(File>New>Folder, with "Calendar Items" in the "folder contains" drop-down),
then display my main Calendar folder in the By Category view (View>Current
View>By Category), right-click the appointment, and drag it to the new
calendar folder, choosing Copy when I release the mouse button. Then I'd
click File>Import and Export>Export to a file, choosing "Comma serparated
values" as the output format. When Outlook asks for the folder, select the
new calendar folder. Outlook will tell you it can't export a recurring
event and ask you to specify a range. Give the starting date of the event,
and the ending date after which the event should cease. Finish the wizard.
The CSV file you created will contain the list of all the individual events
generated from the original event, including the exceptions.

After the export is finished, delete the event from the main Calendar and
then click File>Import>Import from another program or file. Select "Comma
separated values", browse to the file you created before, select it, and
finish the wizard, specifying your main Calendar as the destination. The
events will be added to your calendar as individual items than include all
the exceptions.

 

[Guest]

Worked perfect. Thanks.

This is how I'd do it: first, I'd create a new calendar folder
(File>New>Folder, with "Calendar Items" in the "folder contains" drop-down),
then display my main Calendar folder in the By Category view (View>Current
View>By Category), right-click the appointment, and drag it to the new
calendar folder, choosing Copy when I release the mouse button. Then I'd
click File>Import and Export>Export to a file, choosing "Comma serparated
values" as the output format. When Outlook asks for the folder, select the
new calendar folder. Outlook will tell you it can't export a recurring
event and ask you to specify a range. Give the starting date of the event,
and the ending date after which the event should cease. Finish the wizard.
The CSV file you created will contain the list of all the individual events
generated from the original event, including the exceptions.

After the export is finished, delete the event from the main Calendar and
then click File>Import>Import from another program or file. Select "Comma
separated values", browse to the file you created before, select it, and
finish the wizard, specifying your main Calendar as the destination. The
events will be added to your calendar as individual items than include all
the exceptions.

 

[Mark Laforest]

I tried this and yes it works (having said that I cannot believe Microsoft haven't fixed this).

But it wont copy back any atachments you have on the original individual appointments - it only copies the Subject, Location and text in the Body.

Has anyone got a solution that will copy over the attachment also?

Its there a neat little add-on that will convert recurring appointments to individual appointments so we dont have to go through all this export/import routine? My secretarial staff are not very computer au fait so ths is a really cumbersome (part) solution.

Thanks

 

[Mark Laforest]

I tried this and yes it works (having said that I cannot believe Microsoft haven't fixed this).

But it wont copy back any atachments you have on the original individual appointments - it only copies the Subject, Location and text in the Body.

Has anyone got a solution that will copy over the attachment also?

Its there a neat little add-on that will convert recurring appointments to individual appointments so we dont have to go through all this export/import routine? My secretarial staff are not very computer au fait so ths is a really cumbersome (part) solution.

Thanks