Review the meeting series when needs change
The weekly team meeting stays in the calendar even though the way people work has changed. Before moving the room or changing the time, establish whether the change applies to one date or several meetings. Recurrence saves typing, but still needs ongoing maintenance.
Choose the scope of the change first
Outlook distinguishes a single occurrence from the meeting series. The available choices depend on the version; new Outlook also offers an option for the selected meeting and all following meetings. Use the guidance for your version and check your selection before sending the update.
If only next Tuesday’s meeting moves, the other dates should not change by mistake. If the team’s regular time changes, review the upcoming dates together. Check separately any meetings whose time or room was previously changed.
Check the room and services for the affected dates
- Do the room, capacity and equipment still suit the attendees?
- Has the room’s response to the reservation been checked for the affected dates?
- Do catering or other orders need to be changed separately?
- Do attendees know which dates the change applies to?
An update in the organiser’s calendar does not by itself prove that the room is reserved as intended. Investigate declines and unclear responses before relying on the room. MyDesk supports meeting room booking through Outlook, Teams, mobile and web; test the change in the channel and configuration you actually use.
Agree who maintains the series
Name a person responsible and agree whom to contact when they are away. An attendee moving an invitation in their own calendar has not thereby sent a change from the organiser. Have the responsible person handle the change with the necessary permissions.
Decide on an end date and the next review when creating the series. Before a new period, ask whether the meeting still needs the same frequency, duration and room. Consult your calendar administrator about the process if the organiser role needs to change.
Test both an exception and a change across meetings
Use a clearly labelled test series in an agreed test exercise. Move one date and check that the dates either side stay unchanged. Then test a change to several upcoming meetings and compare the organiser’s invitation, the room’s response and attendees’ updates. Check related services too.
Keep a short internal guide stating the Outlook version used and a contact for problems. Explain how to check the result, rather than only showing which button to press.
Explore meeting room booking with MyDesk.
Check changes to meeting catering too.
Read Microsoft’s guide to changing meetings in Outlook (English).