How do I decline meetings with comments in Outlook 365?

Question

Hi, in the old Outlook version you used to be able to right click on a meeting in the calendar and when selecting decline options would come up if you just wanted to decline or decline with a comment. This is no longer a function and why anyone thought removing this from the new version would be a good idea is beyond me. I have seen others asking the same question and getting a solution that doesn't work in Outlook 365. As you can see from below screenshot there is no option to tick a box where you can email the organiser and type in a response. To just decline meetings is rude and comments have to be added to explain why the meeting has been declined. Please add the function back to respond with comments when you right click on a meeting in the calendar.

Answer 1

Refer to https://learn.microsoft.com/en-us/answers/questions/5698711/how-do-i-decline-a-meeting-request-in-new-outlook

In New Outlook, you can’t choose a predefined reason when declining a meeting. However, you can add your explanation by replying to the invitation and emailing the organizer before declining the event. 

Method 1: Decline a meeting from your inbox 

1.Decline and propose a new time 

Use this option if your reason for declining is related to scheduling. 

• Open your Inbox and select the meeting invitation email. 
• In the meeting details, click the three dots (More options) in the upper‑right corner. 
• Select Propose new time > Decline and propose new time. 

 

• In the pop‑up window, choose a new proposed time. 
• Click Add a note, then enter your reason in the message field. 

 

• Select Send to notify the organizer. 

2.Decline with a note (other reasons) 

Use this option if your reason is not related to changing the meeting time. 

• Open the meeting invitation from your Inbox. 
• Click the three dots (More options) in the meeting details. 
• Select RSVP with note to organizer. 
• A note field will appear under the meeting information. 
• Enter your message explaining the reason for declining. 
• Select Decline to send your response. 

Method 2: Decline a meeting from your calendar 

• Open your Outlook Calendar and select the meeting you want to decline. 
• Enable the Email organizer option. 
• Enter your reason in the note section. 
• Select Decline to send the notification to the organizer. 

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hth

Marcin