Outlook invitation - accept meeting without sending response

Same, I was using the classic/old Outlook, until a few days ago, when it now uses the new Outlook 😢. So many good functionalities removed in the new Outlook/Calendar... All we can do is submit feedback, but I doubt Microsoft will do anything.

It will be very helpful to re-instate that particular function as a EA I use Outlook a lot, and very unhappy with the new one :(

Also what really needs to be added back is the "delete or decline" without letting the Organizer know option.

Lots of EA/PA are CCed to the invites as FYI or optional and whilst being in charge of multiple diaries, I need to be able to delete the events I am not part of.

New Outlook is only giving an option to send a "decline" - this is not professional and should not be the only option to choose from.

Thanks

Hello,

thanks for your support.

Normally I use classic outlook, under Microsoft 365, Version 2402 (Build 17328.20550 Click-to-Run).

My issue is following, in the invitation I do not see option to "Don't send the response",

I have lost this after Win 11 installation.

As you have advice to change the calendar setting, I do not see in the setting following option: "Meeting Response Options," check the box for "Never send a response." then I can not update it.

additionally:

I have checked the Outlook (new),

I am able to choose "email organizer"

but to be honest Outlook (new) has worse functionality from my point of view therefore I use classic outlook.

thanks and best regards

Julius Oplustil

Hello Julius Oplustil,

Thank you for your detailed reply and for sharing the screenshots. I understand how the missing option for "Don't send the response" can be a bit frustrating, especially since it was available before your Windows 11 installation.I understand how important it is to have this functionality, and I am happy helping you resolve this.

As for the "Meeting Response Options" setting not being available in your current version of Classic Outlook (Microsoft 365, Version 2402), it seems that this specific feature might not be present or has been affected by the update to Windows 11. In this case, it might help to reset or update your Outlook settings to ensure the best compatibility with your current system.

Please here are a few suggestions to try:

Check for Updates

Sometimes new features or settings may be impacted by updates. Please ensure that both your Microsoft 365 and Windows 11 are fully up to date by going to:

• Windows Update: Open "Settings" > "Windows Update" and select "Check for updates."
• Microsoft Office: In Outlook, click File > Office Account > Update Options and select Update Now.

Try Using Outlook Web App (OWA): You may still find the option in the web version of Outlook while we work on resolving the issue in the desktop app. Please log in to Outlook Web and check if the feature is available there.

Outlook Classic Setting Adjustments

• You may want to explore the available settings further by navigating to File > Options > Mail and reviewing the tracking and message options to ensure everything is properly configured.
• Sometimes settings might reset or change after a Windows upgrade, as mentioned with Windows 11.

Testing in Safe Mode

Try launching Outlook in Safe Mode to see if any add-ins or custom settings might be affecting this option.

• Close Outlook, then press Windows + R, type outlook.exe /safe, and press Enter.

Outlook Reset/Repair

If the issue persists, resetting or repairing your Outlook settings might help.

• Go to Settings in Windows > Apps & features.
• Find Microsoft Outlook, select Modify, and then click Repair.

Consider repairing your Office installation, which might restore the missing feature.
Going to Settings > Apps > Installed apps > find Microsoft Office, click on it, and select Modify.

Regarding the New Outlook interface, I completely understand that it might not offer the same functionality you're used to. Microsoft is continuously working on improving the experience, and your feedback is valuable in helping shape future updates.While using the new Outlook is an option for finding this feature, I understand it doesn’t fully meet your preferences. I appreciate your feedback on this, and I would suggest voting on this official Microsoft thread regarding this issue. Your input can help prioritize a resolution that might restore these features in the classic version or enhance the new Outlook’s functionality. Your vote will bring more attention to this feature request, potentially speeding up its resolution.

You can also submit your vote below the reply so that it is pinned at the top and other community users can easily find this thread. You will have helped many of them in case they have a similar query.

Your input can also help highlight this feature request for the New Outlook, potentially encouraging Microsoft to prioritize it in future updates.

Let me know if you need more help with any of these steps or have any further questions. I'm happy to continue assisting you.

Appreciate your patience and understanding and thank you for your time and cooperation. Have a great day!

Sincerely,

Microsoft Community Moderator

Hello Julius Oplustil,

Thank you for reaching out to the Microsoft Community Forum. Please accept our warmest regards and sincerest hope that all is well.

I understand that you are not seeing the “Accept Without Sending a Response” option when handling meeting invitations in Outlook. I can appreciate how this can be a bit frustrating.

We’ve reviewed the details and it seems that this option might not be visible due to a few potential reasons such as the Outlook version you're using or specific settings within your organization.

To better understand and investigate your issue,may I get some more detailed information from your side:

1. Will you please share me your Outlook version details? Please follow this article What version of Outlook do I have? - Microsoft Support and follow the steps to check.
2. Are you using Microsoft365 business account(@xxx.onmicrosoft.com/@yourdomain.com) or personal account (which is ended with outlook.com/hotmail.com/live.com/msn.com) or some other 3rd party pop/imap account?

Outlook does provide a way to accept meeting invitations without sending a response. Here are the detailed steps to do so:

Open the Meeting Invitation

• When you receive a meeting invitation, either open it in the Reading Pane or double-click on it to open it in a separate window.
• In the meeting invitation window, locate the "Accept" button at the top of the invitation.
• Click on the dropdown arrow next to the "Accept" button. From the options presented, select "Do Not Send a Response."
• After selecting "Do Not Send a Response," click on the OK button to confirm your acceptance. The meeting will then be added to your calendar without sending a notification email to the organizer.

Change Default Meeting Response Settings

If you find yourself frequently accepting meetings without wanting to send a response, you can change your default settings:

1. Open Outlook and go to File.
2. Click on Options.
3. Select Calendar from the left-hand menu.
4. Under "Meeting Response Options," check the box for "Never send a response."
5. Click OK to save your changes.

Disabling the "Do Not Send a Response" Option for All Users (For Administrators)

If you are an administrator and want to disable this option for all users in your organization, you can use Group Policy settings or registry keys:

1. Open Group Policy Management: On your server, open the Group Policy Management tool.
2. Create or Edit a Group Policy Object:
   • Right-click on the appropriate Organizational Unit (OU) and select "Create a GPO in this domain, and Link it here" or edit an existing GPO.
   • Go to User Configuration > Administrative Templates > Microsoft Outlook 2016 (or your version).
   • Find the setting related to meeting responses, which may be labeled as "Disable the 'Do Not Send a Response' option".
   • Set this option to Enabled to disable the "Do Not Send a Response" feature for all users.

Close the Group Policy Management Editor and ensure the policy is applied to the users.

By following these detailed steps, you can effectively manage how you accept meeting requests in Outlook, whether on an individual basis or organization-wide.

Please understand that our initial response may not always resolve the issue immediately. However, with your help and more detailed information, we can work together to find a solution.

Appreciate your patience and understanding and thank you for your time and cooperation. Have a great day!

Sincerely,

Microsoft Community Moderator

• 2024-09-10 21:57:07Outlook invitation - accept meeting without sending response

Hello Julius Oplustil,

Thank you for reaching out to the Microsoft Community Forum. Please accept our warmest regards and sincerest hope that all is well.

I understand that you are not seeing the “Accept Without Sending a Response” option when handling meeting invitations in Outlook. I can appreciate how this can be a bit frustrating.

We’ve reviewed the details and it seems that this option might not be visible due to a few potential reasons such as the Outlook version you're using or specific settings within your organization.

To better understand and investigate your issue,may I get some more detailed information from your side:

1. Will you please share me your Outlook version details? Please follow this article What version of Outlook do I have? - Microsoft Support and follow the steps to check.
2. Are you using Microsoft365 business account(@xxx.onmicrosoft.com/@yourdomain.com) or personal account (which is ended with outlook.com/hotmail.com/live.com/msn.com) or some other 3rd party pop/imap account?

Outlook does provide a way to accept meeting invitations without sending a response. Here are the detailed steps to do so:

Open the Meeting Invitation

- When you receive a meeting invitation, either open it in the Reading Pane or double-click on it to open it in a separate window.
- In the meeting invitation window, locate the "Accept" button at the top of the invitation.
- Click on the dropdown arrow next to the **"Accept"** button. From the options presented, select **"Do Not Send a Response."**
- After selecting "Do Not Send a Response," click on the **OK** button to confirm your acceptance. The meeting will then be added to your calendar without sending a notification email to the organizer.

Change Default Meeting Response Settings

If you find yourself frequently accepting meetings without wanting to send a response, you can change your default settings:

1. Open Outlook and go to **File**.
2. Click on **Options**.
3. Select **Calendar** from the left-hand menu.
4. Under "Meeting Response Options," check the box for **"Never send a response."**
5. Click **OK** to save your changes.

Disabling the "Do Not Send a Response" Option for All Users (For Administrators)

If you are an administrator and want to disable this option for all users in your organization, you can use Group Policy settings or registry keys:

1. **Open Group Policy Management**: On your server, open the Group Policy Management tool.
2. **Create or Edit a Group Policy Object**:

    - Right-click on the appropriate Organizational Unit (OU) and select **"Create a GPO in this domain, and Link it here"** or edit an existing GPO.
    - Go to **User Configuration** > **Administrative Templates** > **Microsoft Outlook 2016** (or your version).
    - Find the setting related to meeting responses, which may be labeled as **"Disable the 'Do Not Send a Response' option"**.
    - Set this option to **Enabled** to disable the "Do Not Send a Response" feature for all users.

Close the Group Policy Management Editor and ensure the policy is applied to the users.

By following these detailed steps, you can effectively manage how you accept meeting requests in Outlook, whether on an individual basis or organization-wide.

Please understand that our initial response may not always resolve the issue immediately. However, with your help and more detailed information, we can work together to find a solution.

Appreciate your patience and understanding and thank you for your time and cooperation. Have a great day!

Sincerely,

Microsoft Community Moderator