Multiple meeting invitations in a single Outlook message but restrict to 250 per slot

Question

I need to send 3 or 4 different meeting options to a large group of people so they can choose which meeting to join by clicking the link and adding it their calendar. I've seen resolutions to this problem but my problem is that, as these are face to face sessions, numbers are limited to how many the room can hold. How do I send an email with the different options but restrict acceptances?

Answer 1

Hi @Law, Dominique ,

To send multiple meeting options in a single Outlook email and restrict the number of acceptances to 250 per slot, you can follow these steps:

Create Individual Meeting Invitations:

Schedule each meeting option in your Outlook calendar.

Save each meeting as an .ics file by selecting File > Save As and choosing the .ics format.

Compose a New Email:

Create a new email in Outlook.

Attach all the .ics files to this email.

Provide clear instructions in the email body, asking recipients to choose only one meeting by opening the appropriate .ics file and accepting the invitation.

Restrict Acceptances:

Unfortunately, Outlook does not have a built-in feature to automatically limit the number of acceptances. However, you can manually monitor the responses and close the meeting once it reaches 250 acceptances.

Alternatively, you can use Microsoft Forms to manage the registration and limit the number of attendees.

This method ensures that recipients can easily add the chosen meeting to their calendars, while you can track and manage the acceptances manually.

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