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Respond to Meeting Requests in Outlook- Instructions

Respond to Meeting Requests in Outlook: Overview

            This lesson shows you how to respond to meeting requests in Outlook. When you receive a “Meeting Request,” it is important to know how to respond to it.

            Meeting requests appear in the “Inbox” of your “Mail” folder in Outlook, as they are essentially an email message. Double-click the meeting request to open it. Then click one of the buttons in the “Respond” button group on the “Meeting” tab in the Ribbon. You can click either the “Accept,” “Tentative,” “Decline,” or if allowed by the meeting organizer, “Propose New Time” buttons. These buttons also appear above the message in the Reading Pane if you open the message in the Reading Pane by single-clicking the message in the Inbox.

            Clicking “Accept” tells the organizer you will attend the meeting. This also moves the meeting into your Calendar. Clicking “Tentative” tells the meeting organizer you may attend the meeting. The meeting also moves to your Calendar, like you have accepted it. Clicking “Decline” tells the organizer you cannot attend the meeting. The meeting is not placed into your Calendar when declining a meeting request.

            If allowed by the meeting organizer, you can also click the “Propose New Time” button. This lets you propose an alternative time for the meeting in another dialog box. This is then sends a new “Meeting Request” to the organizer. They may then change the meeting time to accommodate your availability or they may not.

Respond to Meeting Requests in Outlook- Instructions: A picture of a user accepting a meeting request and choosing how to send the response within Outlook.

Respond to Meeting Requests in Outlook- Instructions: A picture of a user accepting a meeting request and choosing how to send the response within Outlook.

            After choosing a response to send, then choose one of the options shown before sending your response. There are three options. Selecting the “Edit the response before sending” option opens the “Meeting Response” dialog box. This lets you to add comments to the response. Selecting the “Send the response now” option sends your response, as is. Selecting the “Don’t send a response” option accepts or declines the meeting in your calendar but doesn’t inform the meeting organizer. This is not usually recommended.

            You will not see this dialog box when you click the “Propose New Time” button. That is because this button lets you propose a new time and then resubmit a meeting request to the original meeting organizer in a separate dialog box.

            At this point, the meeting request is deleted from your “Inbox” folder. The meeting is also automatically moved into your calendar, if you accepted it.

Respond to Meeting Requests in Outlook: Instructions

  1. To respond to meeting requests in Outlook, open the “Inbox” of your “Mail” folder.
  2. Double-click the meeting request to open it.
  3. Then click one of the buttons in the “Respond” button group on the “Meeting” tab in the Ribbon.
  4. You can click either the “Accept,” “Tentative,” “Decline,” or if allowed by the meeting organizer, “Propose New Time” buttons.
  5. These buttons also appear above the message in the Reading Pane if you open the message in the Reading Pane by single-clicking the message in the Inbox.
  6. After choosing a response to send, then choose one of the options shown in the popup list before sending your response.
  7. To send a personalized response, choose “Edit the response before sending.”
  8. To send the response with a generic message, choose “Send the response now.”
  9. While not often used, to NOT send a response to the meeting request, choose “Don’t send a response.”
  10. Alternatively, to propose a new time for the meeting, if allowed by the organizer, click the “Propose New Time” button.
  11. This lets you set a new time and then resubmit a meeting request to the original meeting organizer in a separate window.
  12. At this point, the meeting request is deleted from your “Inbox” folder.
  13. The meeting is also automatically moved into your calendar, if you accepted it.

Respond to Meeting Requests in Outlook: Instructions

            The following video lesson, titled “Responding to Meeting Requests,” shows you how to respond to meeting requests in Outlook. This video lesson is from our complete Outlook training, titled “Mastering Outlook Made Easy v.2016-2013.”

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