Change an appointment, meeting, or event in Outlook

Change a single event you created in new Outlook

1. On the calendar grid, double-click a meeting you've created to open it.

2. In the meeting dialog, make any changes you like.

3. Select Save or Send to save the changes and send the updated info to the meeting invitees.

Change a recurring event you created in new Outlook

1. On the calendar grid, double-click a meeting you've created to open it.

2. You'll have the following options:

   • Edit the one event in the series - make changes to this one instance.

   • Edit series - make changes to the entire series.

   • Edit this and all following events - make changes to this and all following instances of the event.

3. When finished, select Save or Send.

You also have the option to press and hold (or right-click) the event to select Edit or Cancel from the context menu.

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Send updates only to added or removed attendees in new Outlook

If you update an event only to add or change the attendee list, after you select Send you will have an option to send those updates only to added or removed attendees. All other attendees will not receive an update email but will keep the event on their calendars.

Change a single appointment, meeting, or event you created in classic Outlook

1. Open the appointment, event, or meeting from your calendar.

2. Edit the item details on the Appointment or Meeting tab. When you're done, select Save & Close for an appointment or event, or Send Update for a meeting you created.

When changing a meeting you've created, you must send an update in order to save the changes. If you're adding additional attendees to the meeting and making no other changes, you can choose whether to send the update to all attendees or just the added attendees.

Change a recurring appointment, meeting, or event you created in classic Outlook

When you open a recurring appointment, meeting, or event, classic Outlook will ask you if you want to open just this one event or the entire series of events.

If you'd like to edit a single instance of a recurring item, select Just this one. Otherwise, select The entire series. You can make changes to the appointment, event, or meeting details, recurrence patterns, and attendees. When you're done, select Save & Close for appointments and events or Send Update for meetings.

There are some limitations when editing one instance of a recurring item:

• You cannot change the date and time of a recurring item if doing so skips over an earlier or later instance of the item.

• If you remove an attendee from one instance of a recurring meeting, that attendee will still be invited to the other instances of the recurring meeting.

Change a meeting you were invited to by others in classic Outlook

You cannot change the details of a meeting you were invited to by others. If you try to move the meeting on your calendar, Outlook will warn you that the organizer will not be notified of the change and the meeting on your calendar will be at the wrong time.

Change an event to an appointment or a meeting in classic Outlook

Events are all-day items that, by default, appear as free time on your calendar. A conference or a vacation is an example of an event.

1. Double-click the event to open it.

2. Uncheck the All day event checkbox next to the Start time.

   

3. Now that the event is an appointment, the Show As changes to Busy.

4. If you add attendees, the appointment turns into a meeting.

5. After you finish making changes, select Save & Close for an appointment or Send Update for a meeting.

Change how an appointment, meeting, or event shows on your calendar in classic Outlook

New all-day events automatically show as free on your calendar. Meetings and appointments automatically show as busy on your calendar. You can change how any of these items display on your calendar by updating the Show As field.

1. Open the appointment, meeting, or event.

2. On the Ribbon, use the Show As drop-down to select Free, Working Elsewhere, Tentative, Busy, or Out of Office.

3. Select Save & Close for an event or Send Update for a meeting.