Responding to meeting requests in Exchange

NOTE: These instructions are for Windows users using Outlook 2007.

There are actually several ways to do this; meeting requests appear both in the Exchange calendar, AND in your email. We'll cover both of these here.

In Email

  1. Start Outlook and go to the Email tab. Meeting requests have a calendar icon instead of an email icon (see example below).
    Dialog box showing meeting requests in email
    Meeting request in email
  2. You can right-click on the message, which will bring up a menu that will allow you to accept, decline, or ask to reschedule the meeting (see below). Meeting requests are "tentative" by default. NOTE THAT this only work is you read your Exchange email with Microsoft Outlook in Exchange mode. If you are using some other email software, it won't work.
    Response menu
    Menu options for meeting request in email
  3. If you open the meeting request, like you would an email, you can see more details, including who else was invited, the location, and how well your co-workers can type. Once again, you can accept, decline, or ask to reschedule.
    Dialog box showing meeting request
    Details of a meeting request

In the Calendar

  1. Start Outlook and go to the Calendar tab. Meeting requests (actually, all tentative requests) have a striped border (see below).
    Meeting request in the calendar
    Meeting request in calendar
  2. Right-clicking on the proposed meeting in the calendar bring up a similar menu of choices as it does in email (see below).
    Responding to a meeting request in the calendar
    Menu options for meeting request in calendar
  3. Opening the meeting request shows you more details, but in a different format than the email view. Once again, you can accept, decline, or ask to reschedule.
    Dialog box showing meeting request
    Details of a meeting request

Notes

Depending on which response you give to a meeting, you will see one of several popup boxes:

  • Accepting the meeting request defaults to sending a response:
    Dialog box showing default acceptance response
    Popup for accepting a meeting
    Accepted meetings look just like all the other meetings and appointments on your calendar
  • Tentatively accepting the meeting request also defaults to sending a response:
    Dialog box showing default tentative-acceptance response
    Popup for tentatively accepting a meeting
    Tentatively-accepted meetings have a striped border in your calendar.
  • Declining the meeting request defaults to sending a response with an explanation:
    Dialog box showing declined-request response
    Popup for declining a meeting
    Declined meetings disappear from your calendar.
     
    The person who proposed the meeting will receive an email stating that you have declined (see below); opening this email will give them details on the status of the meeting request at the time of your response, including who has responded and in what manner.
    Mail listing showing declined-meeting notification.
    Email notice of meeting declination

Mega Menu Visual Content