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How to decline all future occurrence meetings in Outlook?

Author: Siluvia Last Modified: 2018-08-14

Supposing you have created or accepted an occurrence meeting in your Outlook, how can you decline all future occurrence you don’t need any more of this meeting based on a specific date? You can follow the method in this article to get it done easily.

Decline all future occurrence meetings or appointments in Outlook


Decline all future occurrence meetings or appointments in Outlook

Please do as follows to decline all future occurrence meetings or appointments in Outlook.

1. Open the calendar, double click to open the meeting you want to decline the future occurrence, and in the Open Recurring Items dialog box, select the The entire series option then click the OK button.

2. In the Meeting Series window, click the Recurrence button. See screenshot:

3. In the Appointment Recurrence dialog box, select the End by option in the Range of recurrence section, enter a date prior to the future meeting you will decline in the series, and then click the OK button.

4. Then click the Send Update button to send the modified meeting. For the accepted meeting invitation, ignore this step.

Now all future occurrences of this meeting beyond 2018/8/10 have been declined automatically.


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Comments (14)
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This comment was minimized by the moderator on the site
I don't understand why Microsoft wouldn't just add a "decline future meetings" as an option like the Groupwise email system had in days of old.
This comment was minimized by the moderator on the site
Me neither!
This comment was minimized by the moderator on the site
Be aware that this method indeed stop the recurrence beyond a date, ...but it also reset all individual exceptions of remaining meeting until that date!
This comment was minimized by the moderator on the site
Outlook is garbage! This page is either out of date or not clear as to how to complete as the "reoccurrence button" is not available to me.
This comment was minimized by the moderator on the site
This guidance worked for me as an attendee as well. It removed all future events in the meeting invite series while keeping the older meeting invites in my calendar. however, I don't think the meeting organizer will be notified of these "declines". hence I would not call them as "Declines" for future meetings.
This comment was minimized by the moderator on the site
What Tim Read and I are trying to do is - as an attendee - decline all future meeting times, while leaving the prior meeting times in our calendar. The meeting will continue to be scheduled for the organizer and any other attendees. This doesn't seem to be possible. To accomplish this, an attendee would have to manually decline each remaining occurrence - and there could be hundreds...
This comment was minimized by the moderator on the site
This guidance only works for the meeting organizer, not the meeting attendee.
This comment was minimized by the moderator on the site
Is there a way to do this as an attendee (and not the meeting organiser)?!
This comment was minimized by the moderator on the site
I found a way to do it, but not quite as instructed. In the calendar view, click on one of the meetings (but don't double-click to open it). In the Ribbon, the Calendar Tools menu should appear including Meeting Series. Then you can click on Recurrence, edit the End by date, and press OK. The annoying thing is that you'll immediately get meeting reminder for the last occurrence (which may have been days ago).

I don't know what happens if the meeting organiser later sends an update - at a guess, the safest thing would be to delete the new invitation. I also suspect that later if you do need to start participating again, the organiser will need to forward the invitiation to you again, and the entire series will be back in your calendar (including the ones that you weren't participating in).
This comment was minimized by the moderator on the site
Thanks, Tim! That worked great. I hadn't noticed the Recurrence button on the ribbon when just clicking a meeting.

PS: I added the Recurrence button to my meeting ribbon, but it is grayed-out for recurring meetings where I am not the organizer.
This comment was minimized by the moderator on the site
Update: sorry, looks like this doesn't work. The future meetings that I had removed have all reappeared in my Calendar.
This comment was minimized by the moderator on the site
Thanks Tim, that seems to work, though it does not allow the preservation of any past amendments to the series. So if you had made changes to a particular past occurrence, that would be removed and replaced with the original again meeting series again.
Ideally I am looking to remove (or decline) any future occurrences, while retaining all the past meetings as is.
This comment was minimized by the moderator on the site
Hi, after canceling the meeting and send the cancellation. The attendee should click the Remove from Calendar option at the top of the email when receiving the cancellation email.
This comment was minimized by the moderator on the site
This works but is not persisted. I can successfully remove future occurrences of a meeting, until it re-syncs with Exchange which then puts the meetings back.
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