How To Reschedule A Meeting In Outlook

Rescheduling a meeting in Outlook sends an update to all attendees and adjusts your own calendar automatically. If you need to know how to reschedule a meeting in outlook, this guide covers every method step by step, from desktop to mobile.

Meetings change. Plans shift. You might need to move a time, change the date, or even cancel and recreate. Outlook makes it simple once you know the right clicks.

Let’s start with the basics and then move to advanced tips.

The core process is the same across most Outlook versions. You open the meeting, adjust the time, and send an update. Attendees get a notification automatically.

Here’s the quick version:

Open the meeting from your calendar.
Click “Edit” or double-click the event.
Change the start and end time.
Click “Send Update” to notify everyone.

That’s it. But let’s break it down for each platform.

Reschedule In Outlook Desktop (Windows)

Outlook for Windows is the most common version. Follow these steps:

Open your Calendar view.
Find the meeting you want to reschedule.
Double-click the meeting to open it in a new window.
Click “Edit” if the meeting is from a series (recurring).
Change the date and time fields.
Click “Send Update” in the top-left corner.

You can also drag and drop the meeting to a new time slot. This works for single meetings. Just click the meeting block, hold, and drag it to the new time. A pop-up will ask if you want to send an update. Click “Yes.”

For recurring meetings, dragging only changes that one instance unless you choose “Open Recurring Item” first.

Reschedule In Outlook For Mac

The Mac version is similar but has slight differences.

Go to Calendar.
Double-click the meeting.
Click “Edit” in the top-right.
Adjust the date and time.
Click “Send Update.”

You can also drag the meeting on the calendar grid. A confirmation box appears. Choose “Send Update” to notify attendees.

If you don’t send an update, the change only affects your calendar. Others won’t see the new time.

Reschedule In Outlook Web App (OWA)

Outlook on the web works in any browser. Steps:

Open Outlook.com or your work webmail.
Go to Calendar.
Click the meeting to select it.
Click “Edit” (pencil icon) in the toolbar.
Change the date, time, or time zone.
Click “Save” and then “Send Update.”

You can also drag the meeting block to a new time slot. A small window appears. Click “Send” to confirm.

Web version does not allow dragging for recurring series by default. You must open the series first.

Reschedule In Outlook Mobile (IOS And Android)

Outlook mobile app is handy for quick changes.

Open the Outlook app.
Tap the Calendar icon at the bottom.
Find the meeting and tap it.
Tap “Edit” (top-right).
Change the start and end time.
Tap “Save” and then “Send Update.”

You can also tap and hold the meeting, then drag it to a new time. A confirmation prompt appears. Tap “Send.”

Mobile app does not support dragging for recurring meetings. You must edit each instance separately or edit the series.

Rescheduling Recurring Meetings

Recurring meetings (weekly stand-ups, monthly reviews) need extra care.

When you open a recurring meeting, Outlook asks: “Open this occurrence” or “Open the series.”

Open this occurrence: Changes only that one meeting. Others stay the same.
Open the series: Changes all future meetings in the series.

Choose wisely. If you only want to move one meeting, select “Open this occurrence.” If the entire series needs a new time, select “Open the series.”

After making changes, click “Send Update.” Outlook will ask if you want to send the update to all attendees or only to added or removed attendees. Choose “Send to all attendees” for consistency.

Changing Time Zone For Recurring Meetings

If you travel or work across time zones, you might need to reschedule a recurring meeting for a different time zone.

Open the series.
Click “Time Zones” in the meeting window.
Select the new time zone from the dropdown.
Adjust the time if needed.
Click “Send Update.”

Outlook will convert the time for attendees in their own time zones. This prevents confusion.

What Happens When You Reschedule

When you send an update, attendees receive an email notification. Their calendar automatically updates if they use Outlook or Exchange.

If an attendee uses a non-Outlook calendar (Google, iCal), the update may not sync perfectly. They might see the old time still. In that case, send a separate email reminder.

Your own calendar updates immediately. The old time slot frees up. The new time slot shows the meeting.

If you reschedule a meeting that has already started, Outlook will warn you. It’s usually fine, but attendees may be confused.

Rescheduling Vs. Cancelling

Sometimes it’s easier to cancel and create a new meeting. But rescheduling preserves the original thread and attachments.

Reschedule: Keeps all attendees, agenda, notes, and attachments. Sends one update.
Cancel and recreate: Removes the old meeting from everyone’s calendar. You must re-invite everyone and re-add attachments.

Rescheduling is almost always better unless the meeting is completely different.

Common Issues And Fixes

Even with simple steps, problems happen. Here are frequent issues and solutions.

“Send Update” Button Is Greyed Out

This happens if you haven’t made any changes. Make a change to the time or date, and the button activates.

If you already made changes and it’s still greyed, close the meeting and reopen it. Sometimes Outlook needs a refresh.

Attendees Not Receiving Update

Check your internet connection. Also check if the meeting was sent from a shared mailbox. If you’re using a delegate, the delegate must send the update.

If attendees use non-Outlook calendars, ask them to manually accept the update from the email.

Recurring Meeting Changes Not Saving

You might have selected “Open this occurrence” when you meant “Open the series.” Reopen the meeting and choose the correct option.

Also check if the meeting is part of a larger series that was created by someone else. You can only edit meetings you organized.

Time Zone Confusion

If you reschedule a meeting while traveling, Outlook might show the time in your current time zone. Double-check that the time is correct for attendees.

Use the “Time Zones” button to set the meeting time zone explicitly.

Best Practices For Rescheduling

Rescheduling is common, but it can frustrate attendees. Follow these tips to keep things smooth.

Reschedule as early as possible. Last-minute changes annoy people.
Include a brief reason in the update. Example: “Moving to 3 PM due to client conflict.”
Check attendee availability before rescheduling. Use the Scheduling Assistant in Outlook to see who is free.
Avoid rescheduling the same meeting multiple times. If you must, consider cancelling and recreating.
Send the update to all attendees, not just new ones. This ensures everyone has the correct time.

Using Scheduling Assistant

Before you reschedule, use the Scheduling Assistant to find a time that works for most people.

Open the meeting.
Click “Scheduling Assistant” in the ribbon.
View attendee availability in the grid.
Drag the meeting time bar to a free slot.
Click “Send Update.”

This tool saves back-and-forth emails. It shows you who is busy and who is free.

Rescheduling Meetings You Didn’t Organize

You cannot reschedule a meeting you didn’t create. Only the organizer can send updates.

If you need the meeting moved, contact the organizer and ask them to reschedule. Alternatively, you can propose a new time.

Propose A New Time

Outlook lets you suggest a different time without changing the original meeting.

Open the meeting invitation in your calendar.
Click “Propose New Time” in the ribbon.
Select a new time slot.
Click “Send.”

The organizer receives your proposal. They can accept or reject it. If accepted, they reschedule the meeting.

This feature is available in Outlook for Windows and Mac. Web and mobile versions may not have it.

Rescheduling In Shared Or Group Calendars

If you manage a shared calendar (like a team mailbox), rescheduling works the same way. But you need appropriate permissions.

Open the meeting from the shared calendar. Make changes. Click “Send Update.” The update goes to all attendees.

If you don’t have edit permissions, you’ll see a read-only view. Contact the calendar owner to make changes.

Delegate Access

If someone has delegated access to your calendar, they can reschedule meetings on your behalf. The update will appear as if you sent it.

To set up delegate access, go to File > Account Settings > Delegate Access. Add the person and choose permissions.

Keyboard Shortcuts For Rescheduling

Speed up the process with shortcuts.

Windows: Ctrl+Shift+A to create a new meeting. Ctrl+Shift+Q to open a meeting request.
Mac: Command+N for new meeting. Command+E to edit a selected meeting.

These shortcuts work in the calendar view. They don’t directly reschedule but help you open meetings faster.

Rescheduling In Outlook With Add-Ins

Third-party add-ins can enhance rescheduling. For example, tools like Calendly or Microsoft Bookings integrate with Outlook.

If you use an add-in, rescheduling might happen outside Outlook. The add-in sends updates automatically. Check the add-in’s documentation for details.

Most add-ins sync with Outlook, so changes appear in your calendar.

Rescheduling And Meeting Notes

If you attached notes or agendas to the original meeting, they stay attached after rescheduling. You don’t need to re-upload them.

However, if you cancel and recreate, you lose the attachments. Always reschedule instead of cancelling if you want to keep the content.

Rescheduling In Outlook For Different Meeting Types

Outlook supports various meeting types. Each behaves slightly differently.

Teams Meetings

If your meeting includes a Teams link, rescheduling updates the link automatically. Attendees can join from the new time.

Open the meeting, change the time, and send update. The Teams link remains the same.

Skype For Business Meetings

Similar to Teams. The Skype link stays the same after rescheduling.

Online Meetings From Other Providers

If you use Zoom, Webex, or Google Meet, the link is usually embedded in the body. Rescheduling does not change the link. You may need to update the link manually if the meeting ID changes.

Rescheduling In Outlook With Multiple Time Zones

When attendees are in different time zones, rescheduling can be tricky. Use the “Time Zones” feature to set the meeting time in a specific zone.

Open the meeting.
Click “Time Zones” in the ribbon.
Select the time zone for the start and end time.
Adjust the time accordingly.
Send update.

Outlook will display the time in each attendee’s local time zone. This avoids confusion.

Rescheduling And Calendar Permissions

If you have limited permissions on a calendar, you may not be able to reschedule. Common permission levels:

Read-only: Can’t make changes.
Editor: Can create and edit meetings.
Owner: Full control.

Check your permissions by right-clicking the calendar folder and selecting “Properties” > “Permissions.”

Rescheduling In Outlook With A Deleted Meeting

If you accidentally deleted the meeting, you can recover it from the Deleted Items folder. Then reschedule as normal.

Go to your Deleted Items folder.
Find the meeting invitation.
Drag it back to your calendar.
Open it and reschedule.
Send update.

This works for meetings you organized. If you deleted a meeting someone else organized, you can’t recover it. Ask the organizer to resend the invitation.

Rescheduling In Outlook For Multiple Attendees

When rescheduling a meeting with many attendees, use the Scheduling Assistant to find a time that works for most. You don’t need to check each person’s calendar manually.

If some attendees are unavailable, you can still reschedule. They will see the update and can decline if they can’t attend.

Rescheduling In Outlook And Tracking Responses

After sending an update, you can track who accepted or declined. Open the meeting and click “Tracking” in the ribbon.

This shows you who responded. If someone hasn’t responded, you can send a reminder.

Rescheduling In Outlook With A Note

When you send an update, you can include a message. In the meeting window, there is a field for notes. Type a brief explanation.

Example: “Rescheduled to 2 PM due to room availability.”

This helps attendees understand why the time changed.

Rescheduling In Outlook For A Series With Exceptions

If you have a recurring meeting and you already changed one instance (exception), rescheduling the series will affect future meetings only. The exception remains unchanged.

To change the exception, open that specific occurrence and edit it separately.

Rescheduling In Outlook For A Meeting With Attachments

Attachments stay with the meeting after rescheduling. You don’t need to reattach files.

If you want to add new attachments, open the meeting, attach the files, and send update.

Rescheduling In Outlook For A Meeting With A Poll

If you used a poll tool (like Microsoft Forms) in the meeting, the poll link remains. Attendees can still access it.

Rescheduling In Outlook For A Meeting With A Location

If you change the time, you might also need to change the room. Check if the room is available at the new time. If not, find a different room.

Outlook will warn you if the room is booked. Choose a different room or time.

Rescheduling In Outlook For A Meeting With A Recurrence Pattern

If you need to change the recurrence pattern (e.g., from weekly to biweekly), open the series and change the recurrence settings. Then send update.

This changes all future meetings in the series.

Rescheduling In Outlook For A Meeting With A Reminder

Reminders are set per meeting. After rescheduling, the reminder time adjusts automatically based on the new start time.

You can change the reminder setting if needed.

Rescheduling In Outlook For A Meeting With A Category

Categories (colors) stay with the meeting after rescheduling. You don’t need to re