How to Cancel a Webex Meeting (Step-by-Step)

This guide shows you exactly how to cancel a Webex meeting from your calendar, whether you use the Webex app, Outlook, or Google Calendar. You’ll learn the steps for both scheduled and recurring meetings, plus what happens to attendees and how to avoid common pitfalls.

What You’ll Need

• An active Webex account with host or co-host privileges for the meeting.
• Access to the calendar where the meeting was created (Webex, Outlook, or Google Calendar).
• If it’s a recurring meeting, decide whether to cancel the entire series or just one occurrence.

Step-by-Step

Using the Webex App (webex.com or desktop app)

1. Sign in to your Webex account at webex.com or open the Webex desktop app.
2. Go to Meetings in the left sidebar. This lists your upcoming scheduled meetings.
3. Find the meeting you want to cancel. Click the meeting title to open its details.
4. Click the Cancel Meeting button (usually near the top right or in the overflow menu).
5. In the confirmation dialog, choose whether to notify attendees. You can add a custom message (e.g., “Rescheduled to next week”).
6. Click Cancel Meeting again to confirm. The meeting is removed from your calendar, and attendees receive a cancellation notice if you chose to notify them.

Using Microsoft Outlook (with Webex Scheduler)

1. Open your Outlook calendar and double-click the Webex meeting to open it.
2. Click Cancel Meeting in the ribbon (top menu).
3. Choose whether to send a cancellation email to attendees. Add a note if you like.
4. Click Send Cancellation. The meeting is removed from your calendar and attendees’ calendars.

Using Google Calendar (with Webex Add-on)

1. Open Google Calendar and click the Webex meeting event.
2. Click More actions (three dots) and select Cancel event.
3. Choose Delete or Cancel event (the wording may vary).
4. Select whether to notify guests, then confirm. The Webex meeting is cancelled along with the calendar event.

Cancelling a Recurring Meeting

1. Open the meeting details as above.
2. Look for the option that says Cancel series or Cancel all occurrences (instead of “Cancel occurrence”).
3. Confirm and send notifications. All future instances are removed.

Common Mistakes

• Deleting the calendar event instead of cancelling the Webex meeting. In Outlook or Google Calendar, deleting the event may not send a proper cancellation to Webex, leaving attendees with a broken link. Always use the “Cancel Meeting” or “Cancel Event” option.
• Forgetting to notify attendees. If you skip the notification step, people may still show up. Always choose to send the cancellation email.
• Cancelling only one occurrence of a recurring meeting when you meant to cancel all. Double-check the option you select.
• Not checking if you are the host. Co-hosts can cancel, but if you’re just an attendee, you won’t see the cancel option.

Tips

• If you’re unsure whether to cancel, consider ending the meeting early instead. You can end a meeting from the host controls during the call.
• For recurring meetings, you can cancel the whole series and create a new one if only a few sessions are affected.
• Add a brief reason in the cancellation message—it helps attendees understand why and reduces follow-up emails.
• If you use a hybrid calendar (e.g., Outlook with Webex add-in), always cancel from the calendar where the meeting was created to ensure sync.

Troubleshooting

I don’t see a “Cancel Meeting” button. Make sure you are the host or co-host. If you’re an attendee, you can only remove the event from your own calendar (which doesn’t cancel it for others). If you are the host, try refreshing the page or restarting the app.

The cancellation didn’t send to attendees. Check your email settings. In Outlook, ensure you clicked “Send Cancellation” and not just “Save”. In Webex, verify you selected “Notify attendees” in the dialog.

The meeting still shows in my calendar. Sync delays can happen. Wait a few minutes and refresh. If it persists, manually remove the event from your calendar.

I accidentally cancelled the wrong meeting. Unfortunately, there is no “undo” for cancellations. You can recreate the meeting and send a new invitation. If it was a recurring series, you may need to recreate the whole series.

Attendees are still seeing the old time. If you cancelled but didn’t send notifications, they won’t know. Send a follow-up email manually or create a new meeting and invite them.

Frequently Asked Questions

Can I cancel a Webex meeting from my phone?

Yes, the Webex mobile app lets you cancel meetings from the Meetings list. The steps are similar: tap the meeting, then tap “Cancel Meeting”.

What happens if I cancel a meeting that already started?

If the meeting is in progress, cancelling it will end it for all participants. You can also just “End Meeting” from the host controls, which is often better if you only need to stop the current session.

Can attendees cancel a Webex meeting?

No, only the host or co-host can cancel. Attendees can remove the event from their own calendar, but that doesn’t affect others.

Will a cancelled meeting still appear in my Webex history?

No, cancelled meetings are removed from your upcoming meetings list. Past meetings that were cancelled may still appear in your history with a “Cancelled” label.

How do I cancel a meeting that was scheduled by someone else?

If you are not the host, you cannot cancel it. Contact the host and ask them to cancel, or if you have co-host privileges, you can do it.

Is there a way to cancel a meeting without notifying attendees?

Yes, in the cancellation dialog you can choose “Do not notify attendees”. However, this is rarely recommended because attendees may show up.

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