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.
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.
I'm so glad I found this! Thanks for sharing the instructions. I never thought of doing it that way!
I am a delegate of my managers calendar. What is the best practice when updating information in a meeting that is both on my calendar and hers when she is the organizer of the meeting? One example is we have a recurring monthly meeting. After each meeting she likes to have the agenda for the next months meeting added to that next meeting on the schedule. Also, throughout the month, leading up to that next meeting, she likes to attach various spreadsheets, word documents, things that are deemed important for that next meeting as information is gathered throughout the month. As her delegate, can I add all these attachments throughout the month without having to send an update each time something is added? I am not given the option to save, only to send update. Ideally I would like to be able to add things throughout the month and then a week before that next monthly meeting send all the information, agenda, and attachments in one update. Also, does this update need to get sent while I have the meeting pulled up in her calendar (the organizer), or can I do it from the meeting pulled up in my calendar… Read more »
>> As her delegate, can I add all these attachments throughout the month without having to send an update each time something is added?
Yes, if you have the correct permissions on her calendar. Don't edit the copy in your calendar. Open her calendar, find the event, and add to it.
>> I am not given the option to save, only to send update.
if you are opening the event from her calendar and can't save, then you don't have sufficient permissions to the calendar. You need at least Editor permissions.
Meeting updates sent via phone do not get updated in the outlook.
So you see the original in outlook and the update doesn't even create a duplicate copy? Which phone do you use?
I use MS Outlook 2010 Desktop Version we are connected to Microsoft Exchange and I also have an MS 365 account allowing me to check email through the cloud. I scheduled a recurring weekly meeting and now some attendees are receiving an invite to the meeting each week. I tried deleting the invite and creating a new invite, but it is still happening. I am not sure how to fix so there is no weekly calendar invite? And, I would like to fix without sending an update to all attendees, is that possible?
rule 1: do not edit or accept invitations on a smartphone - there seems to be a problem with this, especially using the default phone apps, although I don't think the outlook app is any better.
There are issues with activesync and microsoft is working on fixing them.
First, thank you for posting this!
Would this work if I was changing the notes in a series?
It should, but i didn't test it... but you shouldn't need to send updates if you are only editing the notes field. Try hitting Save (Ctrl+S or the Save icon in the Quick Access toolbar) after making the edit then click the X to close. If asked to send update, say no. The change should have been saved when you first clicked save.
'send update' never shows up and I resent the original meeting to the entire list when I wanted to send only to one addition.
What version of outlook are you using? You definitely should have had the option of just sending to the new person, unless you also changed the time or location. In the future, you could Forward the meeting to invite new attendees. That will definitely only send to the new person, but they won't be listed as an attendee until they respond - then they will be listed as optional.
Diane, you seem to know a lot about Outlook. I was wondering if you have seen this before.
I have a recurring meeting happening today from 4-5. I want to change he meeting from today to tomorrow but only for this week. However, when I changed it it changes for a second but then goes back to today's original time. Have you seen this happen before?
Thanks,
Michael
The only behavior I've seen like this is when creating a new appointment - it shows up as today but opening the appt shows the correct time/date. The fix is to reset the view.
Thank you Diane. Which view are you suggesting I reset?
Thanks,
Michael
The view on the calendar where the problem is occurring. If you don't use customized views, you could just restart outlook using the /cleanviews switch and reset all folders to the default views.
I have a user who created a reoccuring meeting event in outlook. Another users outlook account has been sending reminder of the meeting event to her own inbox on the behalf of the creator of the event, but this is only happenning to 2 of 12 people attending the meeting everyone else account is not acting this way I need you to help me figure out why is happening and how can we fix it
Sorry I missed this earlier.
>> outlook account has been sending reminder of the meeting event to her own inbox on the behalf of the creator of the event
is it sending an email or a reminder?