How to Cancel a Meeting in Outlook

You can also update or reschedule a meeting in Outlook

Business planning cancelled with blank calendar, pen and cancelled rubber stamp on black background

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After you schedule a meeting in Outlook, it’s possible that plans may change. You may need to cancel the meeting or reschedule it for a later time.

Instructions in this article apply to Outlook for Office 365, Outlook 2019, Outlook 2016, and Outlook 2013.

Cancel a Meeting

The only person that can cancel a meeting is the person who sent the meeting request. When a meeting is canceled, the meeting is removed from your calendar and any attachments to the meeting invitation are deleted in Outlook.

To cancel a meeting and remove it from the calendar in the Outlook desktop app:

  1. Go to the View Switcher and select Calendar.

    Outlook 2019 showing the View Switcher to access the Outlook Calendar
  2. Find the meeting on the calendar and double-click the meeting.

    The Outlook calendar showing scheduled meetings
  3. In the meeting invitation, go to the Meeting tab and select Cancel Meeting. The meeting invitation changes to a meeting cancellation.

    The Outlook meeting cancellation message
  4. In the meeting cancellation, enter a message explaining the reason why the meeting was canceled.

  5. Select Send Cancellation.

    The Outlook Calendar meeting cancellation message showing a canceled meeting
  6. The meeting is removed from the calendar and the attendees receive an email message about the cancellation.

Cancel an Individual Recurring Meeting

When you only want to cancel one meeting in a set of recurring meetings, select that meeting on the calendar to remove it.

To cancel an individual meeting in a set of recurring meetings:

  1. Go to the Calendar and select the recurring meeting you want to cancel.

  2. Go to the Meeting Series tab and select Cancel Meeting > Cancel Occurrence.

    The Outlook Calendar showing a series of recurring meetings
  3. In the meeting cancellation, compose a message explaining the reason for the canceled meeting.

  4. Select Send Cancellation.

    The Outlook meeting cancellation message showing a cancelled recurring meeting
  5. The meeting is removed from the calendar and the meeting cancellation is sent to the attendees.

Cancel Future Recurring Meetings

If you set up a series of meetings that recur until a date in the future and you want to cancel all those meetings, send a meeting update with a new end date for the series.

To cancel recurring meetings after a specified date:

  1. Go to the Calendar and double-click any meeting in the series.

    The Outlook Calendar showing a series of recurring meetings
  2. In the Open Recurring Item dialog box, select The entire series.

  3. Select OK.

    The Open Recurring Item dialog box to cancel a series of recurring meetings
  4. In the meeting invitation, select Recurrence.

    The Outlook meeting cancellation message for recurring meetings
  5. In the Appointment Recurrence dialog box, select End by and enter a date that comes before the date that you want to hold the last meeting.

  6. Select OK.

    The Outlook Appointment Recurrence dialog box
  7. In the message area, compose a message to all attendees that tells them why the future meetings are canceled.

  8. Select Send Update.

    The Outlook meeting cancellation message showing the cancellation of a series of recurring meetings
  9. The recurring meetings that are after the end by date are removed from the calendar and an update email is sent to the attendees.

Reschedule a Meeting

When plans change and you want to change the time or date of a meeting, you can reschedule it.

To reschedule a meeting in the Outlook desktop app:

  1. Go to the calendar and double-click the meeting.

    The Outlook Calendar showing a meeting that will be rescheduled
  2. Change the date, time, and any other meeting details that have changed.

  3. Compose a message explaining the change.

  4. Select Send Update.

    The Outlook update meeting message
  5. The meeting details change on the calendar and a meeting update email is sent to the attendees.

Remove a Participant from a Meeting

If someone can’t make it to the meeting, remove them from the meeting invitation.

To remove an attendee:

  1. Go to the calendar and double-click the meeting.

  2. In the meeting invitation, go to the Scheduling Assistant tab.

  3. In the All Attendees list, click to clear the check box next to the person you want to remove.

  4. Select Send Update.

    The Outlook Scheduling Assistant showing a deleted attendee
  5. In the Send Update to Attendees dialog box, choose to either Send updates only to added or deleted attendees or Send updates to all attendees.

  6. Select OK.

    The Outlook Send Update to Attendees dialog box
  7. The meeting update is sent to the selected attendees.