This question is from a user who wants to change the Show time as setting to Free for meeting requests she sends.
Is there a way to change the "show as" option for a meeting I organized for myself only? The attendees need it to show as "out of office" but I am not actually attending and need it to be "free" on my schedule. Is this possible?
Sure. After sending the meeting, open the event from your calendar and change the free busy status to Free. Click the Save button in the Quick Access Toolbar (QAT) or using Ctrl+S and then close Outlook using the X in the upper right.
If you are asked if you want to send an update or cancel, choose Cancel. The change you made to the Free/Busy status is not affected by the Cancel, as long as you saved it before closing.
You cannot use this trick to change the subject, location, or times without sending updates (the attendees need to know when and where the meeting is), but it will work for other fields that trigger the Send Update dialog.
If you need to edit the meeting and send an update, you'll need to change the meeting the Out of Office before sending the update, then change it back to Free, otherwise the attendees meeting will be marked Free as well.
Renee says
I updated an all day meeting to show as Busy instead of Free. This update was sent to participants, but did not change the status to Busy on their calendars even if they accepted the updated invite. Any guidance?
Diane Poremsky says
I think it is to be expected but will double check on it.
Andrea Friars says
Agreed, I just realised I accidentally sent out some meeting invites marked as "free". Updating them to "busy" and sending an update is not working, it still shows as "free" in the invitees' calendars. I'm not sure how to fix this without deleting the whole meeting and recreating it...
Diane Poremsky says
I think that is the only way, unfortunately, unless each user sets it as busy on their own calendar, but will test some ideas.
Kelly says
I have the same issue, I sent an update with the meeting marked as free, but the invitees are not able to update it on their own calendars. Is this standard?
Livia says
Can I update the show us to busy for meetings that I have already set up? Specifically for others who have already accepted my meeting invite.
Diane Poremsky says
Yes, make the change then click Save, then X it - if outlook wants to send an update, say no. This works with most changes, but not time and location.
zaid says
Hi there,
Thank you for this article. However, When I cancel my meeting during the meeting time that I reserve, it's still put me in Busy status, even if I save before cancel and save before my friend delete the meeting from his calendar. Please advise.