4. Responding to Meeting Requests
When you receive a meeting request from another Outlook user,
the meeting appears on your calendar with your time scheduled as
Tentative. Until you respond to the meeting request, the organizer
doesn't know whether you plan to attend.
You can respond to a meeting request in one of these
four ways:
-
You can accept the request. Outlook deletes the meeting
request and adds the meeting to your calendar.
-
You can tentatively accept the request, which indicates that
you might be able to attend the meeting but are undecided. Outlook
deletes the meeting request and shows the meeting on your calendar
as tentatively scheduled.
-
You can propose a new meeting time. Outlook sends your
request to the meeting organizer for confirmation and shows the
meeting with the original time on your calendar as tentatively
scheduled.
-
You can decline the request. Outlook deletes the meeting
request and removes the meeting from your calendar.
If you don't respond to a meeting request, the meeting remains
on your calendar with your time shown as tentatively scheduled.
If you're unsure whether a meeting time works for you, you can
click the Calendar button within the meeting window. Your Outlook calendar
for the suggested meeting day opens in a separate window so that you
can view any conflicting appointments.
When accepting or declining a meeting, you can choose whether to
send a response to the meeting organizer. If you don't send a
response, your acceptance will not be tallied, and the organizer will
not know whether you are planning to attend the meeting. If you do
send a response, you can add a message to the meeting organizer before
sending it.
To respond to a meeting request:
-
In the meeting window, in the Reading Pane, or on the
shortcut menu that appears when you right-click the meeting
request, click Accept, Tentative, or Decline.
-
Choose whether to send a standard response, a personalized
response, or no response at all.
To propose a new time for a meeting:
-
In the meeting window, in the Reading Pane, or on the
shortcut menu that appears when you right-click the meeting
request, click Propose New Time, and then click Tentative And
Propose New Time or Decline And Propose New Time.
The Propose New Time dialog box opens.
-
In the schedule area of the Propose New Time dialog
box, change the meeting start and end times to the times you want to propose, and then
click the Propose Time button.
-
In the meeting response window that opens, enter a message
to the meeting organizer if you want to, and then click
Send.
Outlook sends your response and adds the meeting to your
calendar as tentatively scheduled for the original meeting time.
If the meeting organizer approves the meeting time change, you and
other attendees will receive updated meeting requests showing the
new meeting time.
