Whilst many of us may think choosing ‘Do not send a response’ is the best thing to do to make sure the organiser won’t be inundated with emails; in most situations this can actually create more work for the organiser.
If you choose ‘Do not send a response’, the meeting will only appear in your Outlook calendar and no response will be sent to the organiser.
The organiser can only see your response if you click ‘Send a Response’. This allows the organise to track responses to the invite using the Tracking tab in the meeting planner.
How to send back a response
If a colleague sends you a meeting invitation in Outlook, you will need to reply. Follow these four steps to do so:
- Double-click the invitation in your Inbox to open it.
- In the Respond section on the Meeting tab, choose whether to ‘Accept’, ‘Decline’, accept as ‘Tentative’, or ‘Propose a New Time’ for the meeting.
- After you have made your decision, select ‘Send the Response Now’ to send your response to the meeting organiser.
- Now the meeting will appear on your calendar and the organiser will receive an email update detailing your response.
What responses can you choose from?
- Accept: this means you can attend, and Outlook will put the meeting in your calendar.
- Decline: this means you cannot attend, and Outlook will not put the meeting in your calendar.
- Tentative: this means you are unsure whether you will be able to attend. The meeting will still appear on your calendar, just as tentative.
- Propose New Time: If you chose this option, you can use the scheduling window to suggest a new meeting time to the organiser – this will also appear as Tentative in your calendar.
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