Outlook users often ask how they can edit a meeting request and not send updates to the attendees.
I need to change the location of an Outlook meeting and do not want to send the update to the other 15 people on the invite list.
Outlook was designed to send updates when you change the location or time of the meetings because the attendees need to know when and where the meeting is. You also can't avoid sending an update when you add a attendee, for the very same reason.
Adding Notes to a meeting request should never send updates. If Outlook wants to send an update and the only change was notes, make sure you have the latest updates for your version of Outlook then try this: Save the changes using Ctrl+S or the Save icon , then click the X to close. If asked to send updates, say no.
If you are changing the time to add travel or preparation time, I highly recommend creating an appointment for the extra time instead. Use the Notes field for location changes.
However, there is a way to trick Outlook into thinking the update was sent: set Outlook offline before sending the update, then open the Outbox and delete the update before going back online.
Delete a Meeting Update
Set Outlook offline by clicking the Work Offline button on the Send/Receive tab (Outlook 2010/2013) or File, Work Offline in older versions. Alternately, you can disable your network connection, either by unplugging the network cable or turning off the wireless adapter.- Edit the meeting time or location.
- Click the Send Update button when finished.
- Go to the Outbox, select the meeting update and delete. Or you can open the meeting update then click X to close and the meeting disappears from the Outbox.
- Repeat Step 1 to put Outlook back online.
Set Outlook offline by clicking the Work Offline button on the Send/Receive tab (Outlook 2010/2013) or File, Work Offline in older versions. Alternately, you can disable your network connection, either by unplugging the network cable or turning off the wireless adapter.This is not a perfect solution and I know of at least one issue: if someone accepts or declines the meeting after you delete the update, meeting tracking wont be updated. You'll need to change their status manually.
This method will work for all new meetings or to delete meetings when you don't want to send the cancellation notice.
the terrible thing is that if the same inviter changed another meeting, and then changes this one, you won't get a new email. it will magically update an old change email so the invitee will have no clue that the meeting time changed
Hi,
When I reschedule appointments. The appointment moves in my calendar but it doesn't move in the invitees calendars. It's almost like the appointment is 'sticking' in everyone's calendars but mine. Any suggestions on how to fix this?
Hi Harper,
Do you have any lucky with your issue. I have the exactly same with you.
Hi, I have set up an appointment on outlook for 400+ invitees. After sending an update earlier I found out some invitees received it and responded to the update, although someone wrote to me saying never received it. What could be the reason for this? She hasn't accepted the meeting yet so she should receive it in her mailbox. She did, however, receive some responses from individuals who have clicked attending, just not the actual update itself.
Any insight would be of great help!
How would I manually update an invitees status manually?
To update their status to Accepted or Declined?
Open the tracking and click in the Response field.
The solution you provide seems perfect, but it doesn't change the attendee's calendars, it only changes mine. So if I need to change the location I don't want to send out a email to all the recipients I would just like the location to change on their calendars. Is there a way to accomplish this with Outlook?
If you need to update their appointment, you'll need to send an update. Exchange (or Outlook) won't silently update meetings. (I understand Lotus Notes can do this - Exchange doesn't have such a feature yet, but they are working on improving it.)
The method above is for when the moderator needs to edit things that won't affect the meeting for the invitees.
I did this method and the changes works only to my calendar and not to the attendees. Is there a way to revert it back? I want to have a control/ alignment again with my calendar and the attendees' calendar on the event that I set up.
Hi Diane,
I've got an issue where if in a meeting the required or optional attendees are added or removed outlook sends an update to all attendees rather than prompting to send an update to those who have been removed or added. It just sends an email to all attendees, I do not get the prompt. Location hasn't changed only recipients. It's around 40+ recipients.
What can be the cause of this?
Thanks
Sham
I realised this issue was resolved in the following update https://support.office.com/en-gb/article/outlook-unexpectedly-stops-prompting-and-automatically-sends-meeting-updates-to-all-attendees-18506249-a20a-40c1-941d-95d9206b93ec but it looks like it has returned to only affect 30+ recipient meeting invites. I tested creating a meeting with 4-5 people and I didn't get the issue above, I got the prompt as expected. Seems to only occur on 30+ recipients.
This happens to me a lot when there are too many recipients in the Required field. So I add everyone to the Optional field and make a note within the body of the email stating that everyone is required (or whatever the requirement actually is). This is the only workaround that I have found that works.
Would be great if there was a VBA macro that could automatically enter offline mode, send the update, delete it in the outbox, and go back online. Is that possible?
i don't think so- mostly for the enter offline mode part (you'd need to use send keys). But I will check to see if i can do it using the commandid.
Step 1 works - going offline using commandbar id. The rest will be fairly easy.
Could you please post the vba macro details as I want to see if this works when we add additional attendees to an event and don't want to send them an outlook invite?
I thought I published this earlier - it's been a while since i last tested it - hopefully there are no errors in it. The delete part might need to be tweaked.
[ macro deleted - its not finished]
I have been having an issue where if I have to change the time or location of a meeting and hit "Send Update" to make sure that all invitees will know about the change, Outlook sends a cancellation email to the recipients instead of just the update. I am NOT hitting cancel meeting on the menu bar. I am sure that I am clicking on "Send Update". Has anyone else had this issue and if so, how did you stop it from happening?