How to receive email notifications to myself when I send invites from shared calendar.

Question

My director shared their outlook calendar with me, so I can edit view and send invitations from their calendar. My director would like to receive an email notification when I send meeting invites from his shared calendar. How could we set this up?

Answer 1

To set up email notifications for your director when you send meeting invites from their shared Outlook calendar, you can follow these steps:

1. Check Calendar Permissions: Ensure that your director has granted you the appropriate permissions to send invites from their calendar. You should have at least "Editor" permissions.
2. Set Up Notifications: Unfortunately, Outlook does not have a built-in feature to automatically send email notifications to the calendar owner when invites are sent from a shared calendar. However, you can manually inform your director after sending an invite or consider using a workaround such as:
   • Using Rules: If your director uses Outlook, they can set up a rule to notify them when they receive meeting invitations that you send from their calendar. This can be done by creating a rule that looks for specific keywords in the subject line or from your email address.
   • Using a Shared Email: If feasible, consider sending the invites from a shared email account that both you and your director can access, ensuring that both of you receive notifications.
3. Follow Up: After sending the invites, you can send a quick email to your director summarizing the invites sent, ensuring they are aware of the meetings scheduled.

While these methods may not provide automatic notifications, they can help keep your director informed about the invites sent from their calendar.

Answer 2

Hi @Jenkins, Stephanie,

Thank you for reaching out to Microsoft Q&A Forum.

By default, if you create a meeting directly on the owner’s calendar, Outlook usually doesn’t send them an invite because they already “own” the event. You can set this up in Outlook, so the calendar owner receives email notifications when you send invites from their shared calendar. These notification settings are the workaround.

Option 1: Use Shared Calendar Notification Settings (New Outlook / Web)

Microsoft recently added a feature that lets users receive notifications for changes made to shared calendars, including when events are created by a delegate.

1. In new Outlook, Outlook on the web, or Outlook.com, select View > View settings > Calendar > Shared calendars.
2. Under Shared calendars, if you have more than one account, select the account you want to receive notifications for.
3. Under Calendar updates, select the shared calendars you want to receive email notifications for.

This ensures the owner gets an email whenever you add or modify events. 

Option 2: Delegate Settings in Classic Outlook

If you’re using Classic Outlook for Windows:

1. The calendar owner should go to File → Account Settings → Delegate Access.
2. Select your name (the delegate) and click Permissions.
3. Under Deliver meeting requests addressed to me and responses to meeting requests where I am the organizer to: choose My delegates and me.

1. Save changes. This ensures the owner receives copies of meeting-related messages when you schedule on their behalf. 

Alternatively, the calendar owner can set up an Outlook rule to alert them when calendar-related emails arrive. This doesn’t directly notify them of delegate actions but reacts to meeting requests or updates.

1. Go to File → Manage Rules & Alerts → New Rule.
2. Select Apply rule on messages I receive.
3. Configure the rule to capture meeting requests or updates (e.g., messages with “Meeting” in the subject).

Outlook does not provide a specific trigger for “event added by delegate,” so this workaround focuses on catching related notifications.

You can take a look at these articles for references: 

About delegates: Allow someone to manage your mail and calendar in Outlook - Microsoft Support

Share and access a calendar with edit or delegate permissions in Outlook - Microsoft Support

I hope this information is helpful. 

Thank you for your patience and your understanding. If you have any questions or need further assistance, please feel free to share them in the comments on this post so I can continue to support you.

I look forward to continuing the conversation.

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