Edit a meeting in Outlook

A short guide to editing appointments in Outlook

Edit your appointment in Outlook: Manage changes easily

Meetings and appointments often change—whether it’s a new time, a different room, or additional participants. In Microsoft Outlook, existing appointments can be easily edited so that all involved are automatically notified of any changes.

In this article, you’ll learn how to adjust an existing appointment in Outlook, what options are available, and what to keep in mind when dealing with recurring events.

1. Edit a meeting in Outlook - changes to an existing meeting

Open an appointment in Outlook

Open Outlook and switch to the calendar.
Find the appointment you want to edit.
Double-click the appointment to open it.

Outlook now offers various editing options:

Change the date or time
Update the location or meeting room
Add or remove participants
Edit meeting notes or attachments

After making the changes, click “Save & Close” if it’s a personal appointment.
If other participants are invited, click “Send” to share the update with everyone.

2. Changes to a series of appointments

If it’s a recurring meeting, Outlook will ask when opening the appointment:

“Edit this occurrence only” → Changes apply only to the selected date.
“Edit the entire series” → Changes affect all future meetings in the series.

Common adjustments to recurring meetings

If only a single meeting is being rescheduled, choose “This occurrence only”.
If the meeting time is changing for all appointments in the series, choose “The entire series”.
If new participants are added, they will receive an invitation to all future meetings (provided the entire series is edited).

3. Add or remove participants from an existing meeting

Invite new participants

Open the meeting and click “Invite attendees”
Add the email addresses of the new participants.
Click “Send” – Outlook will ask whether to send the invitation to all attendees or only to the new participants.

Remove participants from a meeting

Open the meeting and click the field with the list of attendees.
Remove the person who should no longer attend the meeting.
Click “Send” to send the updated invitation.

4. Change the location or meeting room

If the meeting location changes, it can be easily updated:

Open the meeting and update the Location field.
If a new meeting room is needed, click “Add Room” and select an available room.
Save the changes – all participants will automatically receive an update.

Tip: If the originally booked room is no longer needed, it should be released to avoid double booking.

5.Add emails or notes to the meeting

If important information needs to be added, you can include notes or attachments:

Open the meeting and click into the text field.
Enter additional meeting details or attach documents.
Click “Save & Close” or “Send” if participants should be notified.

6. Manage changes and improve communication

Manage participant notifications

Outlook will ask whether to send a notification to all participants when changes are made. If it’s only an internal adjustment (e.g. an attachment is added), the update can be saved without sending a message.

Coordinate cancellations or rescheduling

If the meeting is not just edited but rescheduled or cancelled, it’s helpful to communicate this with a brief message. When cancelling a meeting, Outlook offers the option to include a custom message for participants.

7. Common issues and solutions

A changed meeting doesn’t appear for participants

The invitation must be confirmed with “Send” so participants receive the update.
If changes aren’t syncing, restarting Outlook may help.

A participant can’t see the changes

If a participant doesn’t see an update, they should check whether the meeting is displayed in a shared calendar.
Sometimes Outlook places updates in Deleted Items – the invitation can be reopened from there.

A meeting is locked and can’t be edited

If it’s a meeting you were invited to, only the organizer can make changes.
If a shared calendar is affected, you may not have editing permissions.

Edit meetings in Outlook flexibly

Microsoft Outlook offers a wide range of options to adjust appointments, add participants, or reschedule meetings. For those who regularly organize meetings, locations, times, and attendees can be updated with just a few clicks—no need for manual coordination via email or phone.

In addition, a booking solution like arbooMEET can help seamlessly integrate meeting rooms, services, and resources into your scheduling process.

Would you like to learn how to manage your meeting organization even more efficiently? Contact us for a live demo of arbooMEET and discover how easy it is to make scheduling changes with a smart booking solution.

Edit a meeting in Outlook