Overview
Remove a meeting from your Outlook calendar when the meeting isn’t necessary and you want to let the meeting attendees know the meeting is cancelled. Instructions for Outlook for Office 365 Outlook 2019 Outlook 2016 Outlook 2013 Outlook 2010.
You can only cancel meetings that you organized. If you were invited to a meeting that you want to delete from your calendar.
Cancel a meeting
Remove a meeting from your Outlook calendar when the meeting isn't necessary and you want to let the meeting attendees know the meeting is cancelled. The meeting, including any meeting agenda, notes, and attachments, is deleted from Outlook.
- Switch to your Calendar and find the meeting.
- Double-click the meeting to open it.
- On the ribbon, click Cancel Meeting.
- The meeting form will change into a meeting cancellation form. Type a message to let the attendees know the meeting is cancelled. It’s not necessary, but it helps to avoid confusion.
- Click Send Cancellation.
Cancel one meeting in a recurring series
It's possible to delete one meeting within a recurring series without deleting the entire series. Attendees will be notified that the particular meeting is cancelled, and the meeting will be removed from everyone's calendar. The meeting, including any meeting agendas, notes, and attachments, is deleted.
- On the navigation bar, click Calendar .
- Select and double click the occurrence meeting which you want to cancel.
- In the Open Recurring Item dialog box, please check Just this one, and then click OK button.
- In the Meeting Occurrence window, please click Cancel Meeting under Meeting Occurrence tab.
- When the Confirm Delete dialog box popping up, check the Delete this occurrence box, and then click OK button.
- Then click Send Cancellation button to send the message.
The specific meeting has been deleted from your own calendar, and also, the cancelled meeting will be removed from the attendees’ calendar after they receive and accept your cancellation update.
Cancel all meetings in a recurring series
When you cancel a recurring meeting, all meetings in the series are removed from everyone's calendar—past and future. It's a good idea to cancel the entire meeting series only before the meetings begin. Any meeting agendas, notes, or attachments saved with any meeting in the series are also deleted.
- On the navigation bar, click Calendar .
- Click to select a recurring appointment which you want to delete the whole series.
- Double click to open the series.
- In the Open Recurring Item dialog box, please check the The entire series box, and then click OK button.
- In the Meeting Series window, please click Cancel Meeting on the Actions group under Meeting Series tab.
- Then click Send Cancellation button to send the message.
Then the series of recurring appointments are deleted from the Outlook calendar immediately.
Cancel all future meetings in a series
The best way to cancel remaining meetings in a series is to send a meeting update with a new end date. This prevents the deletion of any meeting agenda, notes, and attachments you or the attendees saved in past meetings on your calendar.
- On the navigation bar, click Calendar .
- Double-click any meeting in the series.
- Click The entire series, and then click OK.
- Click Recurrence.
- Under Range of recurrence, click End by, and then enter a date prior to the next meeting in the series. Click OK.
- Type a message to let the attendees know the future meetings are cancelled.
- Click Send Update.
