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Queen's University
 

Help and Support

Responding to a Meeting Request in Outlook 2010


This tutorial shows how to respond to meeting requests on Outlook 2010 Calendar


 

Meeting Invitations

 

When you are invited to a meeting, you will receive an email, and Outlook will automatically add the meeting as Tentative in your calendar. The email invitation you receive contains a snapshot of your calendar on the day of the proposed meeting. This saves you the trouble of checking your calendar for potential conflicts.

 

 

  1. Response options
  2. Meeting requester
  3. Required attendees
  4. Optional attendees
  5. Tentative acceptance indicator – dashed diagonal lines
  6. The meeting (some duplication of above information)
  7. An appointment later that day
  8. Meeting details

  9. this image shows the various options associated with a meeting request email

 

Best Practice for Meeting Responses

 

Whether accepting or declining a meeting, it is important that you ALWAYS send a response to the requester. If you do not do this, the requester will not be able to see whether you plan to attend.

 

NOTE: After you respond to a meeting invitation, Outlook automatically moves it to your Deleted Items.

    To respond to a meeting request, all you need to do is click one of the buttons in the request. When you do this, a meeting response is created and sent to the meeting requester. You have several options: Accept, Tentative, Decline and Propose New Time. Once you make your selection, a meeting response is created and sent to the meeting requester.

     

    this image shows the response options for a meeting request

    1. Accept:
      • Choose this if you know for sure you'll make it!
    2. Decline:
      • ONLY choose this option if you know for sure you can't make it to the meeting, for example, if you're out of office that day. Don't choose this if you "probably" won't make it.
      • Once you click the option - the meeting will be removed from your calendar so you won't be able to get it back if you change your mind, unless you find the email invitation in the deleted items folder.
    3. Tentative:
      • This is the best option to choose if you're not sure if you can make it or not. 
      • This option tells the meeting organizer that your schedule is not cemented yet, and also tell other people looking at your availability that you may or may not be busy.
    4. Propose new Time:
      • You can mark as tentative with a proposed new time, or decline unless your proposed time is accepted
      • The meeting organizer receives the notice that you are proposing a new time

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