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How to Recall a Meeting Invite When You Are Not the Organizer in Outlook?

If the meeting organizer is leaving the office and a series of meetings he/she created need to be canceled, can you (the participant) cancel the meetings on behalf of the organizer? The answer is yes. But the organizer should first give you permission by sharing his/her calendar. In this tutorial, we will talk about how to recall a meeting invite if you are not the organizer.

Note: Here takes Microsoft Outlook 365 as an instance, the steps and descriptions may have some differences in other Outlook versions.

Organizer Shares the Calendar with You

Before the organizer leaves the office, ask him/her to share the calendar with you. Please note that Microsoft provides the option to share a calendar that can be updated automatically only for users of Outlook 365 or Exchange-based accounts. To send a sharing invitation to you, the organizer can do as follows.

1. Open Outlook. Switch to the Calendar view.

2. On the Home tab, click Share Calendar in the Manage Calendars group. Choose the calendar needs to be shared.

3. The Calendar Properties dialog pops up. Click the Add button.

4. Select the name in the Address book and click the Add button. Then click the OK button.

5. The organizer can see the added people with the default permissions level. Change the permissions level to Can edit so the added people is able to edit the shared calendar later. Then click the OK button.


6. Now an email inviting to share the calendar is sent out.

From now on, the part the organizer should do is over now. Let’s see what you can do next.

Recall a Meeting Invite on Behalf of the Organizer

After the organizer share his/her calendar with you, you will receive an email saying you are invited to share the organizer’s calendar. To cancel a meeting invite on behalf of the organizer, please do as follows.

1. Open Outlook. And find the email the organizer sent to you.

2. Select Accept to accept the invite.

3. To view and edit the shared calendar, please switch to Calendar view first. Go to the Shared Calendars section and click the expand icon to unfold the shared calendars. Choose the organizer’s shared calendar.

4. Find the meeting needs to be canceled and double-click on it.

5. On the Meeting tab, click Cancel Meeting.

6. Click the Send Cancellation button.

7. Now you will see the meeting in the shared calendar is cancelled successfully and disappears.

8. Now go to your calendar, you will find the meeting is still in the calendar. At the same time, you will receive a new email, reminding you that you canceled the meeting on behalf of the organizer. Click Remove from Calendar to remove the meeting from your own calendar.
Note: For other attendees of this meeting, they will also receive the same meeting cancellation message. They need to do the same step as above to remove the meeting from their calendar.

Now the meeting in the shared calendar and the participant’s (your) calendar is canceled successfully.

Related articles

How To Accept A Meeting Request Without Sending Response In Outlook?
Normally, when accepting a meeting invitation in Outlook, it is optional for you to respond or do not respond to the meeting organizer. This article will show you the solution of accepting a meeting request without sending response in Outlook.

How To Accept Declined Meeting (Meeting You Declined) In Outlook?
For accepting declined meeting, you just need to get into the Deleted Items folder and accept the meeting request again. Please browse the below tutorial for more details.

How To Cancel One Meeting In A Series In Outlook?
For cancelling one meeting only in a series, please look at the following tutorial.

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