How to Reschedule a Meeting in Outlook

How to Reschedule a Meeting in Outlook

Did you schedule a meeting in Outlook, but now the conditions have changed?

In that case, you will want to change the meeting details, including the start time and end time.

Fortunately, you can easily reschedule meetings in Microsoft Outlook by following a quick couple of steps.

In this article, we’ll show you how to reschedule a meeting in Outlook to set a new meeting time.

Can You Reschedule a Meeting in Outlook Calendar?

Yes, you can set a new time for an existing meeting in Outlook Calendar.

This rescheduling feature is especially helpful for organizations that need to set a new appointment time due to different reasons.

So, if the meeting room availability in Outlook changes and you want to update or entirely reschedule that meeting, you can easily do so via the Outlook client.

Can You Change a Meeting You Were Invited to by Others?

No, you cannot reschedule a meeting in Outlook if you are not a Microsoft Office admin or if you are not the creator of the event.

This means that attendees cannot set a new date for the meeting, and only the person who created it is allowed to do so.

How to Reschedule a Meeting in Outlook

First, we are going to learn how to reschedule a normal event or meeting in Outlook.

Normal meetings can be rescheduled one meeting at a time, and these are the quick steps that you need to follow to update an Outlook meeting.

Step 1: Launch Outlook Calendar and Click the Scheduled Meeting

Open Outlook Calendar and log into your Microsoft account by using your credentials.

Then, browse the calendar and double-click the scheduled meeting that you want to set a new time.

Step 2: Change the Meeting Details

The Meeting window will open. In this new window, you can change the details of the meeting invite, such as location, attendees, and, of course, date and time.

Set the new time slot of the meeting and save the changes. A dialog box will appear with a message asking you to confirm the changes.

After you click “Save,” move on to the following step.

Step 3: Click “Send Update” to Reschedule the Meeting

Under the Meeting Organizer tab, look for the button that says “Send Update.”

Click on the “Send Update” button, and each attendee will get notified regarding the new date and time of the meeting so they can confirm their attendance.

How to Reschedule a Recurring Meeting in Outlook

Recurring meetings in Outlook are meetings that happen several times as scheduled.

In this case, the start and end date of recurring meetings is often previously set by organizers.

Microsoft says that it is possible to reschedule recurring meetings in Outlook by following three steps.

Step 1: Double-Click the Recurring Meeting On Outlook Calendar

Launch Outlook Calendar, and click on the recurring meeting you want to reschedule.

When you open a recurring item, Outlook will ask you if you want to reschedule the entire series or “Just This One.”

If you select “Just This One,” the single meeting window will open, and you will be able to set a new time and save changes.

Otherwise, if you wish to reschedule the entire series, then continue reading this guide.

Step 2: Select “Edit Series” to Reschedule All Instances of Recurring Meetings

To edit all the instances of recurring meetings (such as date and time), select Edit Series.

This will allow you to manage the complete recurring meeting series so you can make required changes as needed.

Step 3: Change the Meeting Details and Click “Send Update”

Here, you can change all the parameters of the recurring meetings.

It’s possible to alter the meeting occurrence, add new attendees, location, and, of course, reschedule the date and time of the meeting.

It’s advisable to include an explanation on the meeting request message body so that when attendees receive the new meeting invitation, they’ll know the reasons behind the rescheduling.

Once you are done rescheduling the appointment, make sure that you have selected the correct new date, and hit the “Send Update” button.

How to Cancel Meeting in Outlook

Sometimes, it’s impossible to find a meeting time that works for everyone.

In this case, instead of rescheduling the meeting, you want to cancel it entirely. The process to cancel a meeting is quite simple, and it works for both standard and recurring meetings.

Follow these steps to properly cancel meetings in Outlook:

  1. Launch Outlook and look for the meeting you want to cancel - double-click on it.
  2. In the Organizer Meeting tab, you will see a button that says “Cancel,” right next to “Send Update” - click on Cancel.
  3. Confirm your decision, and select “Send Cancellation.”

Each meeting attendee will receive a notification informing them that the appointment has been canceled.

Keep in mind that in the case of recurring meetings, Outlook will ask you if you want to cancel the entire meeting series or a single occurrence.

Wrapping Up: Rescheduling Meetings in Microsoft Outlook

Finding the perfect time for a meeting is not always easy, but fortunately, Outlook features make it easy to reschedule or cancel an appointment if needed.

Let’s recap the steps and procedures to properly reschedule a meeting in Outlook:

  1. If you want to reschedule a meeting (standard meeting), look for the meeting, click on it, update the date and other parameters if needed, and send the update to the attendees.
  2. To reschedule recurring meetings, you need to decide whether you want to reschedule the entire series or just one meeting. Then, make the necessary changes and send the updates to the attendees.
  3. If you fail to find a proper time to reschedule a meeting, then you can cancel it by opening Outlook Calendar and selecting the “Cancel” button.