Outlook For Mac Send Meeting Update To New Attendees Only

As the organizer of a meeting, you can change the meeting details and send an update to attendees. You can also send a meeting cancellation that will remove the meeting from attendee calendars. Update a meeting. Double-click the meeting on your calendar to open it. You can just Send updates only to added or deleted attendees to avoid flooding everyone else’s inbox with more needless email. If you make a change to a location of a meeting, you may need to employ a workaround to prevent Outlook from automatically sending out an update. The key is to put the software in offline mode. Create events by selecting a time block in the calendar grid. Add event details, including attendees and locations, and view attendee availability directly in the popover before sending. When creating a new meeting, view attendee availability directly in the event window and adjust the time of the event by moving the event within the day view.

Summary

Consider the following scenario.

You create a meeting that includes a distribution list (DL) as an attendee.
You later open the meeting and notice that an attendee is listed separately, even though they are also a member of the DL.
You remove this individual attendee.

When you close the meeting, you are prompted to save changes and send an update. When you do this, the individual attendee who was removed from the attendee list receives both a meeting cancellation and a meeting update.
If the attendee has a Microsoft Exchange Server 2007 or Exchange Server 2010 mailbox, the Exchange Calendar Attendant processes the meeting cancellation and update automatically. Because the meeting cancellation is received before the meeting update, Outlook marks the cancellation as Not Current or out of date. As an out-of-date item, it is automatically deleted. When the most recent update is processed, the meeting is put in the tentative state in the recipient's calendar. This occurs even if the recipient previously accepted the meeting.

How to send email to all accepted meeting attendees in Outlook?

For some reason, you need to send email to all accepted meeting attendees in Outlook. In this article, I will show you how to send an email to all accepted meeting attendees of a specified meeting in Microsoft Outlook.

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Send email to all accepted attendees with Message to Attendees function

For sending email to all accepted meeting attendees in Microsoft Outlook, please do as follows.

Step 1: Shift to the Calendar view, and open the specified meeting that you will send an email to all accepted attendees.

Step 2. In the Meeting window, please click Tracking > View Tracking Status on the Meeting tab. See screens hot:

Note: If you are using Outlook 2007, you can click Tracking button on the Meeting tab.

Step 3: In the coming responses status list, check the boxes before all the Accepted attendees’ name, then uncheck all the boxes before the other attendees.

Note: The check box for the Meeting Organizer won’t be cleared.

Step 4. Go ahead and click Contact Attendees > New E-mail to Attendees on the Meeting tab.

Note: In Outlook 2007, you can click Message to Attendees > New Message to Attendees on the Meeting tab.

Then a new message is created with the meeting accepted attendees (except for the meeting organizer) added in the To field. Please compose the email and send it.

Send email to all accepted attendees with Excel’s Filter function

If there are a number of attendees responses you have got, it will be quite onerous to check each accepted attendees one by one. Therefore, the other method will copy all attendees’ Response status from Microsoft Outlook 2010 and 2013, and filter accepted attendees in Microsoft Excel, at last copy and paste all accepted attendees into a new email message. The following are detailed steps:

Step 1: Shift to the Calendar view, and open the specified meeting that you will send email to its accepted attendees.

Step 2: In the opened Meeting window, click the Tracking > Copy Status to Clipboard on the Meeting tab. See screen shot below:

Step 3: Create a new workbook, select a cell, for example the Cell A1, and then paste the tracking status to the selected cell with pressing the Ctrl + V at the same time.

Step 4: Select the Response Column, and then click the Filter button on the Data tab.

Send Updates Only To Added Deleted Attendees

Step 5: Now click the at the header of Response Column, next only check the Accepted option and click OK from the drop down list. See screen shot below:

Step 6: Copy the Name column after filtering.

Step 7: Create a new email in Outlook, and then paste the names into the To box. See screen shot: