Create a repeating event

When you create an event in calendar, you can make it repeat over a period of time like once a week or every other Tuesday. Repeating events saves you the time and effort it would take to create multiple separate events and let’s you easily change all events in the series at once.

Create a repeating event

On the event details page, just mark the "Repeat" checkbox and choose how the event should repeat. Calendar will create a series of recurring events for you and your guests.

How to create a repeating event
  1. Click the Create button.
  2. On the event details page, click the Repeat... checkbox.
  3. In the pop-up window that appears, choose your desired settings. Review the Summary field to make sure your settings are correct and click Done.
  4. Fill in the event's other details.
  5. Click Save.
How to make an existing event repeat
  1. Click on the event and in the bubble the appears, select Edit event details. Alternatively, click the event's title to open the event.
  2. On the event details page, click the Repeat... checkbox.
  3. In the pop-up window that appears, choose your desired settings. Review the Summary field to make sure your settings are correct and click Done.
  4. Fill in the event's other details.
  5. Click Save.

If you don't see your preferred interval, choose the closest option to see additional customization options.

Notes about the settings you can choose
  • Enter a number in the "ends after x occurrences" line to create that many events in your series, including the initial event.
  • Enter an end date to make sure that the series does not repeat past that date. If your series doesn’t end evenly on that date (such as a weekly event on Wednesdays, where the end date is a Friday), Calendar will end the series earlier on the nearest event date.

Change events within the series

If you make a change to an event that's part of a repeated series, you'll have a choice of which events to apply the change to when you save. Depending on the type of change you're making, you might see some or all of these options:

"Only this event"
This option will change that one event but not any other event in the series. This option is helpful when you want to change or delete just one event, like if you have to move one week's book club meeting from 6pm to 7pm, but keep all the other weekly meetings at 6pm.
  • When you use this option, that one event will now become an exception to the rest of the series, but will still be considered as part of the series.
  • Changes to an event's time will require guests to accept or decline again, even if they already responded before you made the change.
  • Keep in mind that if you change only one event in a series, those changes might be overwritten if you later save a change across an entire series of repeated events.
"Following events"
This option will change that instance as well as all future events in the series. There are two possible scenarios:
  • If you don’t change starting day, time or frequency, then previous changes to future individual instances of the series will be preserved. 
    • Example of preserved changes: You have a daily event set up for noon each day, but you change next Tuesday's meeting to be at 11am and delete next Wednesday's meeting. If you later set location, invite more people and save with “Following events”, then location will change and people get invited for all following instances, but Tuesday’s meeting will stay at 11am and Wednesday’s meeting will stay deleted. Also existing responses to all future meetings will be preserved.
  • If you change starting day, time or frequency, then changes to future instances of events will be overwritten. Same happens for “All events” change.
    • Here's an example of an event's changes being overwritten: You have a daily event set up for noon each day, but you change next Tuesday's meeting to be at 11am and delete next Wednesday's meeting. If you later change the series to be at 12:30 and save that change for "following events," your changed events will be reset to match all future events in the series: Tuesday's 11am event will be moved to 12:30 and Wednesday's deleted meeting will reappear and be set for 12:30.
    • If you change day, time or frequency, anyone who had previously removed the event (or series of events) from their calendar will see it reappear. All guests’ responses will be cleared.
    • If you change day, time or frequency, the current and future events will essentially become a separate series from the past events. So if you later save a change to your future events using "all events," it won't affect those past events from your original series.
"All events"

This option will change that instance as well as all future and past events in the series. Please know that in some cases, All events change will overwrite changes you previously made to single events in the series.

Individually-changed events are overwritten if you change the series' day, time, or frequency. Here's what happens:

  • Your change will be made to all events in the series (including any event that you made individual changes to) and will overwrite that event's individual changes. For example, you have a daily event set up for noon each day, but you change next Tuesday's meeting to be at 11am and delete next Wednesday's meeting. You later change the series to occur every Tuesday and Wednesday and then save that change for "all events." Your changed events will be reset to match the other events in the series: Tuesday's 11am event will be moved back to noon and Wednesday's deleted meeting will reappear.
  • Guest responses are not preserved for the series, so guests will have to accept or decline again. Anyone who had previously removed the event (or series of events) from their calendar will see it reappear.

Individually-changed events are not overwritten if you don't change a series' event start time or frequency. Here's what happens:

  • Your change will be made to all events in the series (including any event that you made individual changes to) and won't overwrite that event's individual changes. For example, you change the time of Friday's event in a daily series. Then if you change the event's title and save that change to "all events," every event will have the new title and Friday's special time will remain.
  • Guest responses are preserved for the series, so guests won't have to accept or decline again.

Add guests

You can change the guest list for repeating events or for just one event in a repeating series. If your only change is to add or remove guests, you'll be able to apply the change to "All events" or "Only this event" (the "Following events" option won't be available). However, if you change more than just the guest list, you'll see all three options when saving.

Guests' responses are not recorded if more than 200 guests are invited.

Respond to repeating events

If you're invited to a repeating event, you'll be able to accept or decline "All events" or "Only this event" (the "Following events" option won't be available). After responding to a whole series, you can also change your response for following events or for one event within that series.

Delete repeating events

To delete one event or the entire series, click the title of a recurring event and then click Delete. You'll then be asked to choose which events in the series should be deleted:

  • To delete only one event in the repeating event series, select "Only this instance."
  • To delete all the events in the repeating event series, select "All events in series."
  • To delete all upcoming events in the repeating event series, select "All following."

Meeting rooms for repeating events

If you use Calendar through Google Apps for Business, you're able to create a list of rooms and reserve them for your events. Here are some things to know about rooms and their availability for repeating events:
  • In the "Add Rooms" section of the event details page, Calendar shows which rooms are available for that event. For repeating meetings, you'll see a small green square next to a room it it's available for the next 15 events in the series. You'll also see an option to find which rooms are available for just the individual event that you're currently editing.
  • If a room is available for most but not all of the series, the room will accept entire series and decline the individual dates when it's unavailable, sending an email to the event organizer. If the room is already scheduled for more than 5 events or more than 1/3 of the total number of events in your series, it will decline entire series and send respective email.
  • Note that if your organization has private or restricted rooms, those rooms will appear to be available but will decline your event if you try to reserve one.