Move meetings without losing the ability to "Send Update"

Last reviewed on May 20, 2012

When you migrate meetings from an Outlook mailbox or PST file to another Mailbox or PST file, meeting requests will be "broken" and you will be missing the "Send Update" option. As a result, you will be unable to send updates to the meeting attendees.

The usual error is that the meeting request is not sent.

The work around is simple:

Move the meetings, don't copy them, don't import them.

To move the meetings, you need to have access to the original data file. If you are moving Outlook to a new computer, copy the *.pst file, don't export it. Unless it was created in Outlook 2002 or older, you can use this data file in Outlook 2003 and up.

  1. With the original data file on the same computer as Outlook, open it using File, Open, Outlook Data File.
  2. Open the Calendar folder and switch to a list view.
  3. Select all and use the Move to Folder command, selecting your current Calendar folder.

See Merging Two Calendar Folders for a tutorial and screenshots. Remember, you must use Move to folder (or drag and move), not Copy.

If you don't have access to the original data file or mailbox that contains the original copy of the meetings, you cannot send updates. You'll need to make a new meeting if you need to make changes to it.

Written by

Diane Poremsky
A Microsoft Outlook Most Valuable Professional (MVP) since 1999, Diane is the author of several books, including Outlook 2013 Absolute Beginners Book. She also created video training CDs and online training classes for Microsoft Outlook. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums.

Please post long or more complicated questions at Outlookforums.

9 responses to “Move meetings without losing the ability to "Send Update"”

  1. kelleycmptr

    hello, I am moving from one exchange server to another. my calendar contains many reoccurring meetings. I exported the mailbox content to a pst file. I configure outlook 2010 for the new exchange server. my reoccurring meetings now show "copy" in the subject line. when I make a change to a reoccurring meeting no updates are sent to the invitees. the export is the only "original" data file. how can I get the updates to be sent?

  2. kelleycmptr

    thanks for the response, but I am still confused a bit. when I am moving from server to server my only option is to export, right?

  3. Wes T

    Hi Diane, thanks for the helpful article. I am preparing to switch several users from an Exchange 2007 server to an Exchange 2010 server. All users are using Outlook 2010, Win 7 Pro. Both servers are Hosted Exchange vendors, so I don't have backend access. I plan to export their mailboxes via .PST from each user's Outlook profile. Then I will create a new outlook profile which connects to the 2010 exchange server. Then I will import the .PST file into the new Outlook profile. However, I understand that this will cause problems with existing meetings and invitation as you've described. So for their calendars, I am trying to follow the steps you've described but am confused about a few things. On the old profile, I have switched the calendar to "list" view and I have selected numerous appointments. I see the "Move" command. I am not sure what is next. I need to get these appointments "copied out" into a file that I can open on a different Outlook profile. The only place I can copy them to now is an existing folder on the 2007 profile. I would still need to "export" this folder to a PST file in order to be able to open it on the 2010 profile, correct? But I am trying not to export... Any guidance would be appreciated

  4. Wes T

    That is exactly what I needed to know. I tested this and it worked perfectly at preserving event recurrence and ownership attributes. Thanks for doing what you do, this was a huge help and makes all my pre-planning worthwhile. I linked to this site from a Microsoft Forum which you your were a moderator on. Your advice was refreshingly concise and accurate. Thanks again.

  5. Scott Hansen

    Diane, we moved from SBS 2003 to SBS 2011 using Outlook 2010 on both systems. In the process we exported pst's on the old system and imported on the new to transfer the data. This created the issue of the "Copy" Calendar events. If I can get access to original pst's for users off the old system, can I still fix it on the new by moving calendar events from the old pst to the new calendar? Will it overwrite the "Copy" event?

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