Here’s a question from our Facebook group:
“I know that Teams has a built in Calendar app. That said, i do prefer to work using Outlook as my favorite email client. How can I change the time of our Teams workgroup meeting that’s already scheduled using my Outlook calendar?”
Rescheduling a Microsoft Teams meeting
- In your Windows or MAC computer, open the Microsoft Outlook app.
- In Outlook, navigate to the Calendar view.
- Locate the Teams meeting which you want to reschedule. Double-click on the meeting to open it.
- In the meeting window, adjust any pertinent information: meeting start, end time, meeting location, etc.
- Review any additional details or notes in the meeting.
- Click the “Send Update” button to notify attendees of the changed meeting.
Worth noting that:
- Changing a Teams meeting time in Outlook updates both platforms.
- The Teams meeting link remains the same, only the timing changes.
- All attendees will receive an update notification.
- The change is reflected in both Outlook and Teams calendars.
Gotchas:
- You can’t edit meeting: Verify you’re the organizer; only organizers can modify meetings.
- Meeting Changes not saving: Ensure stable internet connection and proper permissions in Outlook and Teams.
- Unexpected Meeting time conflicts: Outlook will alert you; choose to send anyway or adjust to avoid any scheduling overlap.
- Avoid Time zone issues: Confirm your Outlook time zone settings match your current location (or the ones of the meeting attendees).
- Recurring meeting problems: Make sure to edit the entire series or just one occurrence as needed.
Reschedule the event as its organizer
Open the meeting from the organizer’s Outlook calendar, change the start or end time, and send the update. Editing a personal copy as an attendee does not reschedule the meeting for everyone. If you are a delegate, confirm that you are working in the organizer’s calendar with permission to edit and send on that person’s behalf.
Reopen the saved event and verify that the Teams join information is still present. A normal time change should keep the same online meeting context, including its join link and related chat. Do not create a replacement event or paste in another meeting’s link unless there is a documented reason, because that can split attendee responses, chat, recordings, and follow-up across two meetings.
Choose occurrence or series carefully
For a recurring meeting, Outlook asks whether to edit one occurrence or the entire series. Choose one occurrence for a single date change. Choose the series only when the schedule should change for all applicable meetings. Review exceptions that were previously moved or edited because a series-wide change can affect them.
After selecting the scope, check the time zone, recurrence pattern, room or location, attendee list, and end date before sending. Add a brief note explaining the change so attendees can recognize the update rather than treating it as a duplicate invitation.
Verify delivery and calendar state
Select Send Update; merely saving a change may not notify attendees. Ask one internal recipient to confirm that the updated time reached their calendar, especially when external guests or room resources are involved. Track accept and decline responses from the organizer’s copy.
If the Teams toggle or join details disappear, test a new event in the organizer’s primary calendar. Compare new Outlook, classic Outlook, and Outlook on the web. A problem limited to classic Outlook can involve the Teams add-in, while new Outlook uses native Teams-meeting capability. Report the client version, mailbox, meeting type, recurrence choice, time zone, and whether web Outlook preserved the link. Avoid deleting the original meeting until the correct updated invitation is confirmed.