Office 365 (Outlook 2010) - Respond to a meeting request
A meeting is an appointment that includes other people and can include resources such as conference rooms. Responses to your meeting requests appear in your Inbox.
Important: If you do not send your response back to the organizer, they will not be able to track your response. In other words, it will appear as though you have not responded even though you had accepted or declined the meeting request.
- Open the meeting request or notification.
To view your calendar, click Calendar.
Note A new meeting request will appear as a tentative on your calendar.
- Do one of the following:
Accept, tentatively accept, or decline
- Click Accept, Tentative, or Decline.
- Do one of the following:
Send your response with no comments
- Select Send the response now, and then click OK.
Include comments with your response
- Select Edit the response before sending.
- Type your comments, and then click Send.
Don't send a response
- Select Don't send a reponse, and then click OK.
Note The meeting is added to your calendar, but the organizer will not know the choice you made. If the meeting organizer did not send you the meeting request directly and you received it as a forwarded request from someone else, then you will not receive any updates to the meeting unless you respond. This is because the meeting organizer does not know that you have been invited. Also, the meeting organizer will not have an accurate count of the number of people attending the meeting.
Propose a new time
- Click Propose New Time.
- Click a time when all invitees are available. You can use AutoPick Next to find the next available free time for all invitees.
- Click Propose Time.
- Click Send.
Whenever you make a counter proposal, it is sent with a default message saying that you want to propose a new time, but that you have tentatively accepted the meeting. You can change this default message to say that you want to propose a new time, and that you are declining the meeting by doing the following:
- On the Tools menu, click Options, and then click Calendar Options.
- In the Use this response when you propose new meeting times list, click the setting you want.
Note You can also change this setting for individual meetings. In the open meeting request, on the Action menu, click either Decline and Propose a New Time or Tentative and Propose a New Time.
Note To change your acceptance later, open the item in Calendar, and select Accept, Tentative, Decline, or Propose New Time. For a request that you declined, check your Deleted Items folder, or ask the organizer to send you a new request.