Learn How to Forward Meeting Invites in Outlook

In today’s fast-paced, interconnected world, efficient email management is key to productivity. With endless streams of messages and meeting invites flooding inboxes, it’s essential to smooth your process. For professionals using Outlook, mastering how to forward meeting invites can be a game-changer, so that no one is left out and that your team remains synchronized, wherever they may be.

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Key Takeaways

• Forwarding meeting invites in Outlook is quick and easy.
• You can forward invites from the calendar or inbox.
• Multiple methods exist, including Forward and drag-and-drop.
• Adding a short note helps explain why the invite is shared.
• Always check permissions and recipients before sending.

Within the Outlook environment, forwarding a meeting invite is an intuitive process, designed to extend collaboration beyond the initial recipients. It functions seamlessly, allowing you to easily bring additional colleagues into the loop on scheduled discussions or important events. When you forward an invite, you do so from within the familiar interface of your calendar or inbox, where Outlook generates a new message with the original meeting details, ready for you to share with others.

 

Getting Started with Forwarding Invites

Locating the Meeting Request in Your Calendar

Finding the meeting you need to forward in Outlook is straightforward. Simply switch to the “Calendar” section and skim through your schedule to find the correct meeting. Don’t forget, the meeting might be filed under different calendar folders, so double-check if it’s not immediately visible. Once located, the meeting invite is just a few clicks away from being forwarded to the intended recipient.

Different Methods to Forward a Meeting in Outlook

Outlook offers several methods to forward a meeting, catering to different preferences and situations. You can opt for the direct approach using the Forward button or use the drag-and-drop method for a quicker alternative. Additionally, for those who prefer a more customizable option, you can leverage the Meeting Request feature to do the task.

• Forward Button Method: Simply open the meeting and click the Forward button.
• Drag-and-Drop Method: Select the meeting, drag it to the mail icon, and drop it to create a new email with the meeting details embedded.
• Meeting Request Tool: Choose the meeting request tool to allow modifications before forwarding.

 

Method 1: Simple Forward from the Meeting Request

Step-by-Step Instructions on Using the Forward Button

To use the Forward button in Outlook to share a meeting invite, follow these simple steps:

STEP 1: Open the Outlook application.

STEP 2: Click on the Calendar icon from the sidebar.

STEP 3: Select the meeting you wish to forward.

STEP 4: Click on the Forward button.

STEP 5:  Enter the email addresses of those you want to include.

STEP 6: You can add a message or additional information.

STEP 7: Hit Send.

While these steps make forwarding invites a breeze, remember that some meetings may have specific permissions set by the organizer.

Tips for Adding Personal Notes while Forwarding

• Make sure to keep the contents og notes short and to the point.
• Always mention the reason for forwarding the meeting in the note.
• Meeting with sensitive information should not be discussed in notes.
• Even if forwarding informally, keep your message professional and polite.
• Make sure you’re sending the note to the correct people to avoid information leaks.

 

Method 2: Forward as iCalendar

Step by Step Guide

The Forward as iCalendar option converts the invite into a .ics file. This file can then be opened in any calendar application. Follow the steps below to know how:

STEP 1: Select the meeting you want to forward.

STEP 2: Select the Forward button and then select Forward as iCalendar.

STEP 3: The meeting invite will be attached as a .ics file in the email.

STEP 4: Add the recipient’s email addresses, personal note, or any additional information, and press Send.

Edit Meeting Details

You can make changes to the meeting details before sending them out by following the steps below:

• Open the invite and click the Edit button to add or change details.
• Edit the time, location, or description.
• Mention the changes made in the email to avoid confusion.
• Select Save.
• Click Send.

Remember that editing the invite content should be done thoughtfully to respect the intentions of the original organizer.

 

Special Considerations When Forwarding Invites

What Happens When You Forward a Meeting?

When you forward a meeting in Outlook, a couple of things happen:

• Notification Sent: Once you forward a meeting, the notification is sent to the organizer.
• Invite Extension: In the forwarded meeting, you have an option to accept, tentatively accept, or deny.
• Calendar Update: The meeting will be added to the calendar when you accept an invitation.

Best Practices

Here are the following guidelines that should be followed when forwarding meeting invites:

• Ask for prior permission from the organizer before adding new people.
• Only forward to those who will add value to or benefit from the meeting.
• Give context as to why they’re receiving the invite, so they understand their role or contribution.
• Avoid forwarding invites close to the meeting time, as it can disrupt planning.
• Make sure you do not forward sensitive meetings to all recipients.

 

Common Errors in Forwarding Meeting Invite

If you are unable to forward the meeting invite, check the points below:

• Check if you are allowed to forward a meeting invite.
• Make sure you are using the latest version of Outlook.
• Check for errors in the email addresses of the recipients.
• Check if any delegates have accidentally blocked you from forwarding invites.

Consult your IT department if you are still not able to forward the meeting invite.

 

Mobile Devices and Web Access

On Mobile

Follow the steps below to forward a meeting invite from your mobile device:

• Go to the Outlook app and open it.
• Select the meeting that you want to forward.
• Click on the Forward option.
• Enter the email addresses of people you want to forward the meeting invite to.
• Hit Send.

On Outlook Web

You can forward a meeting invite via Outlook Web, as it can allow users to work from a browser. Follow the steps below to know how:

• Sign in using the Outlook Web App.
• Select the calendar icon.
• Click on the meeting you want to forward.
• Select the forward button.
• Enter the email addresses of the recipients.
• Add a personal note in the meeting.
• Click Send.

 

FAQs

How to Edit the Invite before Forwarding It?

You need to first open the invitation and then press the edit button. You can make the necessary changes and then click Save. Lastly, press send, and the invite will be forwarded with the changes. 6-

How to Forward a Meeting Invite to Multiple People?

You can forward a meeting invite to more than one person by simply adding their email address in the To field. The email addresses should be separated by semicolons.

How to cancel a forwarded meeting?

You have to cancel the meeting in Outlook, which will automatically send a cancellation email to everyone invited to that meeting. You can then send a follow-up email explaining the reason for cancellation.

How to Forward a Meeting Invite Without Informing the Organizer?

You can drag the meeting onto the mail icon and then add the recipient’s email address. Once you click send, the invite will be sent to the recipient, and the organizer will not be informed.