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Chapter 4. The Calendar > Adding and Deleting Events

Adding and Deleting Events

As you might expect, there are multiple ways to create calendar events. And when a scheduled event has passed, you can delete it.

To create a calendar event

Do one of the following:

  • When viewing the calendar, click the New toolbar icon or press When viewing any other part of Entourage, click the down arrow beside the New toolbar icon and choose Calendar Event from the drop-down menu.

  • Choose File > New > Calendar Event.

  • On the calendar, double-click the date or time of the event.

  • On the calendar, -click to select a time or date range and then double-click one of the time or date blocks.

A new event window appears (Figure 4.8). If you preselected the event's date or time period, the event will default to that date or time.

Figure 4.8. Enter event information in this dialog box.

Enter a brief description of the event in the Subject text box.

If the event will occur in a particular place, enter it in the Location text box.

For an all-day event (whether it runs one or several days), click the All-day event check box and set Start and End dates. (Note that all-day events do not have starting or ending times.)


For a single or multi-day event with a specific start and end time, remove the check mark from the All-day event check box and specify a Start and End date. To set the event's length, enter the starting and ending time or specify a Duration.

Multiple Minicalendars

The left side of the Calendar contains two divider lines: one above the minicalendar and one to the right of the Calendar Views list. Both dividers are movable. If you drag the horizontal divider upward or the vertical divider to the right, you can view two minicalendars at once.

If you want to be reminded of the event in advance, click the Reminder check box, and enter the number of minutes, hours, or days ahead of time that you wish to be reminded.

The Office Notifications dialog box will automatically appear at the designated time. (Office doesn't need to be running in order for reminders to appear.)

Optional: Click the Travel time check box to include travel time to the event. Enter a duration and indicate by your choice from the drop-down menu whether the travel time should be added before and after, only before, or only after the event.

When the event is saved, the event time is expanded as needed to accommodate the travel time.

For most events, you can choose a listed recurrence schedule from the Occurs drop-down menu:

  • If this is a onetime event, choose Once Only.

  • For a standard recurring event (an event with multiple, regular occurrences), choose a listed recurrence period from the Occurs drop-down menu.

Go to Step 13.

For a recurring event with a different recurrence schedule, choose Custom from the Occurs drop-down menu.

The Recurring Event dialog box appears (Figure 4.9).

Figure 4.9. If this is a recurring event, you can specify a custom recurrence pattern and an end date.

On the left side of the Recurrence Pattern section, select an option for the basic recurrence frequency: Daily, Weekly, Monthly, or Yearly.

The right side of the Recurrence Pattern section changes to reflect your choice.

Choose a specific frequency on the right side of the Recurrence Pattern section.

In the Start and End section of the Recurring Event dialog box, set the date on which this task should stop recurring by choosing a specific date, setting a particular number of occurrences, or selecting No end date.

Click OK to dismiss the Recurring Event dialog box and return to the event specification dialog box (see Figure 4.8).

To assign a category to the event or associate it with a project, do either of the following:

  • Click the Categories or Projects toolbar icon.

  • Choose Edit > Categories or Edit > Projects, and then choose a category or project from the submenu.

Optional: Enter notes for the event by typing or pasting them into the text box.

Save the event by clicking the Save toolbar icon or choosing File > Save ().

To create a calendar event from an Entourage item

Do one of the following:

  • Select an item and choose Tools > Link to New > Calendar Event.

    Entourage and PDAs

    If you have a Palm-compatible personal digital assistant (PDA), you can synchronize data on the device with Entourage calendar events, contacts, tasks, and notes. To do this, you must install the Entourage conduit. Run the Handheld Synch Installer, found in the Additional Tools folder within the Microsoft Office 2004 folder. For more information, see Appendix E.

  • Open an item, such as a note or email message, click the Link toolbar icon, and choose Link to New > Calendar Event from the drop-down menu.

Enter the event information (as described in the previous steps).

To create a calendar event from a date on a contact record

Switch to the Address Book by clicking its icon in the upper-left corner of the Entourage window, choosing View > Go To > Address Book, or pressing .

Double-click the contact record to open it in its own window.

Click the Personal or Other tab (whichever one contains the date field you want to add to the calendar).

Click the Calendar icon beside the date field and choose Add to Calendar from the pop-up menu (Figure 4.10).

Figure 4.10. To create a calendar event from a date field of any contact record (such as this birthday), click the Calendar icon and choose Add to Calendar.

A new event window opens (Figure 4.11), containing the information required to add the date as an annual event.

Figure 4.11. A new event is automatically created for the date. Edit it as necessary and click the Save icon.

Make any necessary changes, save the event by clicking the Save toolbar icon, and close the event window.

✓ Tip

  • To view annual events created from contact records (such as birthdays and anniversaries), as well as other annual events you've added to the calendar, click the Recurring Yearly custom view in the Calendar Views list (see Figure 4.4).

To delete a calendar event

In the Calendar window, switch to a view that displays the event you want to delete, and select the event.

Do one of the following:

  • Click the Delete toolbar icon.

  • Choose Edit > Delete Event.

  • Press or .

  • -click the event and choose Delete Event from the pop-up menu that appears.

A confirmation dialog box appears. The specific dialog box displayed depends on whether this is a onetime or a recurring event.

Do one of the following:

  • If this is a onetime event (Figure 4.12), click the Delete button.

    Figure 4.12. You must confirm the deletion of a normal, onetime event.

  • If this is a recurring event (Figure 4.13), click a radio button to indicate whether you want to delete this and all future occurrences of the event or just this occurrence. Then click OK.

    Figure 4.13. When deleting a recurring event, you can delete just the selected occurrence or the complete event series.

✓ Tips

  • If an event is open in its own window, you can delete it by clicking the Delete toolbar icon, choosing Edit > Delete Event, or pressing .

  • You can instruct Entourage to delete old calendar events automatically. Choose Entourage > Preferences (), select the Calendar subsection, and check the option to Delete non-recurring events older than X days (Figure 4.14). Click OK to dismiss the dialog box.

    Figure 4.14. If you set this preference, Entourage will automatically delete expired events.

  • Be careful when deleting events. There is no Undo command that you can choose to restore a deleted event.

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