Change a Recurring Meeting to Skype

It’s common to have recurring meetings in our Outlook calendars.  If the unexpected happens, such as snow or disruption on the trains (not so unexpected), it can be useful to change one of the meeting occurrences to a virtual meeting or a hybrid meeting where some staff are present in the same room and others can dial-in.

Outlook doesn’t provide the option of changing a single occurrence to a Skype for Business meeting however so here’s how to solve it.

If you double-click a meeting entry in calendar and select ‘Just this one’ to edit only this occurrence (below)

Editing an Outlook meeting entry

 

You will not be offered the Skype Meeting command on the ribbon (below).  Note we have the Teams Meeting option because we have the Teams app installed alongside Skype for Business; you may not see Teams.  We’ll be blogging about Teams and it’s relationship to Skype for Business at a later date.  Note the ribbon tab showing we are editing the Appointment Occurrence.

Outlook meeting toolbar without Skype for Business

 

If we had chosen to edit the entire series, we will see the Skype Meeting option in the ribbon.  Note the ribbon tab showing we are editing the Appointment Series.

Outlook meeting toolbar with Skype Meeting option

 

Outlook is being helpful here because if you edit a single meeting in a series, it will break the recurrence.  In this instance, that’s exactly what we want to do though.

To overcome this, we can add the Skype Meeting command to the meeting Quick Access Toolbar (QAT) by right-clicking the command and selecting Add to Quick Access Toolbar.

Add to quick access toolbar option

 

The next time we edit a single instance of a meeting, we can click the Skype Meeting icon on the QAT to add-in the virtual meeting options.

Outlook quick access toolbar

 

When we save the updated meeting, our calendar shows we have broken the recurrence with the icon in the bottom right of the meeting block.  But at least our colleagues stuck in some rain-soaked train station can still dial-in and take part in the meeting.

Outlook icon to indicate broken recurrence