How do I move delegate email invites and "received for..." email responses to a separate folder?

Question

I manage a few calendars and receive both the meeting request and the meeting accepted notifications. I have tried the following:

• targeting the specific manager's email address using message header words (X-MS-Exchange-Inbox-Rules-Loop) or the "sent to" criteria, then set the action to move those messages to your designated folder

But it has not proved successful. What are my other options?

Answer 1

Hi SG, 

Good day. Thank you for the clear explanation of your concern. 

As this is a user-to-user community forum, I do not have the ability to directly access or modify your account or service. However, I can provide guidance, recommend next steps, share applicable resources, and direct you to the appropriate support channels so the issue can be investigated further. 

Based on your description, this behavior is likely related to Outlook delegate calendar processing. When you are configured as a delegate for another user’s calendar, meeting requests and meeting response notifications, such as Accepted, Declined, or Tentative, may be delivered to your mailbox depending on the calendar owner’s delegate settings. 

Rules based only on Sent to or the X-MS-Exchange-Inbox-Rules-Loop message header may not always work reliably, because meeting requests and meeting responses are processed differently from regular emails. 

Here are some steps you can try: 

1/ Check the delegate delivery setting 

• Please ask the calendar owner or manager to check the delegate configuration in Classic Outlook: 
• Open Classic Outlook. 
• Go to File > Account Settings. 
• Select Delegate Access. 
• Select your delegate account. 
• Review how meeting requests and responses are delivered. 

The calendar owner should confirm whether the setting is configured as: 

• My delegates only 
• My delegates only, but send a copy of meeting requests and responses to me 
• My delegates and me 

If you do not need to receive meeting requests and responses for that calendar, the owner may consider changing your permission from Delegate to Editor, if appropriate. 

2/ Create a rule for meeting invitations or updates 

• In Classic Outlook, create a rule using these conditions: 
• Go to File > Manage Rules & Alerts. 
• Select New Rule. 
• Choose Apply rule on messages I receive. 
• Select: 
  • sent to people or public group 
  • which is a meeting invitation or update 
• Choose the manager’s email address. 
• Set the action to move it to the specified folder. 
• Add an exception if needed, such as except if my name is in the To or Cc box. 
• Save and enable the rule. 

3/ Create a separate rule for meeting responses 

• Since Accepted, Declined, and Tentative responses may not be captured by the meeting invitation rule, please create a second rule for response notifications. 
• Use subject or body keywords such as:  Accepted:  Declined:  Tentative:  has accepted  has declined  has tentatively accepted 
• Then set the action to move these messages to your preferred folder. 

4/ Check rule order and mailbox location 

Also confirm the following: 

• The rule is created in the mailbox where the notifications are actually arriving. 
• The rule is enabled. 
• No earlier rule is using stop processing more rules. 
• The rule is placed above any conflicting rules. 
• The target folder still exists. 

For reference, the following articles may be helpful: 

• About delegates: Allow someone to manage your mail and calendar in Outlook 
• Share and access a calendar with edit or delegate permissions in Outlook 

If the issue continues after completing these steps, I recommend involving your Microsoft 365 or Exchange administrator for further review. They can help confirm the actual message delivery path, verify which mailbox is receiving the meeting requests and response notifications, and review the delegate settings from the Exchange admin side to ensure the configuration is working as expected. 

• In case you do not know who is your IT admin, kindly refer to this article: How do I find my Microsoft 365 admin? - Microsoft Support  

I hope this information is helpful. Should you have any further questions or need additional assistance, please feel free to share them in the comment below. I'm very happy to help.  

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