Help with termination of recurring meetings.

[Dab]

Hoping that someone can help with this

Outlook calendar entries are great for keeping notes in preparation for
agendas for coming meetings, however, occasionally, because of a permanent
time change or because of new participants, I need to change the particulars
of recurring meetings.

When there is a permanent time change or participants need to be added or
deleted, I usually open the series and truncate the recurring meeting at the
most recent occurrence and create a new recurring hoping to preserver the
notes that I created for meetings that have already occurred. The problem
is that by opening and saving the series, I overwrite all details specific
to individual meetings - even those that have already occurred.

Does anyone know if there is a way to protect the data for recurring
meetings that have already occurred? I assume that archiving the events
will protect the data; are there other methods? Thanks for any advice.

 

[Brian Tillman]

Outlook calendar entries are great for keeping notes in preparation
for agendas for coming meetings, however, occasionally, because of a
permanent time change or because of new participants, I need to
change the particulars of recurring meetings.

When there is a permanent time change or participants need to be
added or deleted, I usually open the series and truncate the
recurring meeting at the most recent occurrence and create a new
recurring hoping to preserver the notes that I created for meetings
that have already occurred. The problem is that by opening and
saving the series, I overwrite all details specific to individual
meetings - even those that have already occurred.
Does anyone know if there is a way to protect the data for recurring
meetings that have already occurred?

Nope. Recurring items are actually single entries no matter how many times
they occur in the calendar and changing a series-wide value like end date
rewrites the entry, obliterating any individual modifications made to
specific entries, like notes.

I assume that archiving the
events will protect the data; are there other methods?

I don't think archiving will do what you want, either. It's a single entry
and I don't think it will be archived until the series ends and eventually
falls within the archiving criteria.

If I wanted to do something like this, I'd make a copy of the specific
occurrence in a separate calendar in order to annotate it.