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Outlook 2010 - Responding to a recurring meeting request

Responding via your Inbox

When invited to a recurring meeting, you will receive an email request in your Inbox. 

In the body of the message will be a snapshot of your calendar with the meeting request.

At the top of the message will be a small toolbar where you can do one of the following:

  • Accept
  • Decline
  • Tentative
  • Propose a New Time

See: response options explained for further information.

Reponse options in a meeting request email

When you accept the meeting request using this method, you are accepting the meeting for all occurrences in the series.

You should always choose to send an email when you accept/decline a meeting. This enables the organiser to track the request.

Please note:

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A. When you respond to a meeting request in an email, the original request is automatically deleted from your Inbox and the details are added to your Calendar. If you respond to a meeting request from your Calendar (explained below), the email message is not deleted from your Inbox.

B. Don't move meeting requests. Don't move a meeting request from your Inbox to a different folder before you accept or decline the request or before the meeting appears in your calendar.

More information...

Responding via your Calendar

You can also choose to view all occurrences of the recurring meeting in your Calendar.

From here you can choose to accept/decline the meeting using one of the following methods:

1. Right-mouse-click on the meeting and select one of the options available to you.

You can either choose to accept/decline single occurrences of the meeting or you can accept/decline all of the occurrences in one go (series).

Responding to a recurring meeting
Please note: When you decline a meeting request, it disappears from your Calendar view.

2. Double-click on the meeting to open it. In the toolbar, on the Meeting tab in the Respond group you will see the options to:

  • Accept
  • Tentative
  • Decline
  • Propose New Time
  • Respond
Reponse options in toolbar


See: response options explained for further information.

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Keep meetings from vanishing. If you run Outlook on two computers and accept a meeting while using one of them, don't delete the meeting request from the Inbox on the other computer. If the request is still there, accept it again. Deleting a request on one computer after accepting it on another computer can cause the meeting to disappear from your calendar.

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Page last modified on 22 aug 11 13:10