Create recurring meetings in Outlook

How do I create recurring meetings in Outlook?

Everything you need to know about recurring meetings

Create recurring meetings in Outlook in just a few steps

Regular meetings are a fixed part of many workflows—whether it’s a weekly team meeting, a monthly strategy session, or an annual review. Microsoft Outlook offers a convenient feature for creating recurring meetings, so you don’t have to schedule each one manually.

In this article, you’ll learn step by step how to create and manage recurring meetings in Outlook.

1. Create a new recurring meeting in Outlook

Open Outlook and switch to the calendar view.
Click on “New Meeting” to create a new appointment.
Enter the subject, location, date, and time for the first meeting.
If needed, add participants by entering their email addresses in the “To” field.
In the menu bar, click on “Recurrence” or “Repeat” to set the meeting as recurring.

2.Set the recurrence options for meetings

Outlook offers various options for recurring meetings that you can customize to fit your needs:

Daily Recurrence

The meeting occurs every day or on specific weekdays.
You can set it to repeat every X days.

Weekly Recurrence

The meeting takes place on the same weekday each week.
You can define a repeat interval of every X weeks.

Monthly Recurrence

The meeting recurs on a specific day of the month (e.g., every first Monday).
Alternatively, you can choose a fixed monthly date (e.g., the 15th of each month).

Yearly Recurrence

Ideal for annual events like performance reviews or company events.
The meeting can occur on the same date or the same weekday of a specific month each year.

End Date or No End Date

You can choose to end the recurrence after a certain number of occurrences or set it with no end date.

Once you’ve configured the desired recurrence pattern, click OK to return to the appointment overview.

3. Save and send invitations

Once all details are set, click “Send” to send the invitation to all participants.
Outlook will now create a series of appointments that will automatically appear in each participant’s calendar.

4. Edit an existing recurring meeting bearbeiten

Sometimes the requirements for regular meetings change—such as a new room, a different time, or additional participants. Outlook offers two ways to edit a recurring meeting series:

Edit a single occurrence of the series

Open the specific meeting from your calendar.
Outlook will ask whether you want to edit just this occurrence or the entire series.
Select “Just this occurrence” to apply the change only to that one meeting.

Edit the entire series

Open the meeting and choose “Edit the entire series.”
Adjust the necessary details, such as time, location, or participants.
After saving, all participants will receive an updated invitation for all future meetings.

Important: If you make changes to a series, only future meetings will be affected—past meetings will remain unchanged.

Cancel or delete recurring meetings in Outlook

If a recurring meeting is no longer needed, you can remove it in two ways:

Cancel a single meeting occurrence

Open the calendar and click on the meeting.
Choose “Delete this occurrence only” to keep the rest of the series intact.
Outlook will give you the option to send a cancellation message to the participants.

Delete the entire series

Open the meeting and select “Delete the entire series.”
All future meetings in the series will be removed from participants’ calendars.

6. Why a booking software for recurring meetings makes sense

Recurring meetings are easy to set up in Outlook, but once meeting rooms, catering, or technical equipment are involved, manual processes can quickly become confusing.

Flexibly adjust catering and services for each meeting
While a weekly team meeting might only require coffee, a monthly strategy session could need full catering. A smart booking solution allows different services to be booked individually for each occurrence in a recurring series.

Better management of changes and cancellations
When a recurring meeting changes, multiple teams often need to be notified. With an integrated booking solution, updates are automatically forwarded—ensuring that facility management and catering teams are always up to date.

Recurring meetings in Outlook with more flexibility

Outlook makes it easy and fast to schedule recurring meetings. With flexible recurrence options, appointments can be individually customized without having to create them from scratch each time.

However, once meeting rooms, services, or external providers are involved, a complementary booking solution like arbooMEET becomes valuable for automatically managing all resources and reducing manual effort.

Would you like to take your meeting organization to the next level? Contact us for a live demo of arbooMEET and discover how to make recurring meetings even easier and more organized!