"Send update to attendees" prompt not displayed when updating meetings

• Applies to:

  Outlook for Microsoft 365, Outlook 2021, Outlook 2019, Outlook 2016

When a meeting organizer updates a meeting, Microsoft Outlook sometimes displays the following Send Update to Attendees prompt.

However, if the organizer updates a meeting in any of the following scenarios, Outlook doesn't display the prompt.

Scenario 1

Outlook doesn't display the Send Update to Attendees prompt if all the following conditions apply. Instead, the Exchange server automatically sends a meeting update request to the Inbox of the attendees.

• The meeting organizer has version 2305 (current channel build 16501.20000) or a later version of Outlook.

• The organizer adds or removes attendees.

• Any of the following are true:

  • No attendees respond to the meeting.

  • The organizer cancels the meeting.

  • The organizer selects Response Options > Request Responses for the meeting.

  • All the meeting attendees are group mailboxes.

  • A delegate receives a copy of the meeting message on behalf of the attendee.

  • The organizer changes meeting options that are full updates, such as the subject, start time, end time, location (including adding, removing, or changing a room), recurrence, time zone, do not forward, hide attendee list, or sensitivity labels.

  • The organizer changes organization settings that affect meeting updates.

Scenario 2

Outlook doesn't display the Send Update to Attendees prompt or send a notification to the attendees if the following conditions apply:

• The meeting organizer has version 2305 (current channel build 16501.20000) or a later version of Outlook.

• Any of the following are true:

  • The organizer doesn't change the attendees.

  • The meeting has no attendees, but the organizer books a room or resource.

  • The organizer removes all attendees.

  • The organizer removes an attendee whose delegate can respond to nonprivate meeting requests on behalf of the attendee.

  • The organizer cancels the meeting or makes some other change that doesn't update the meeting.

Scenario 3

Outlook doesn't display the Send Update to Attendees prompt if all the following conditions apply. Instead, the Exchange server automatically sends a meeting update request to the Inbox of only the added or deleted attendees.

• The meeting organizer has a version of Outlook that is earlier than version 2305 (current channel build 16501.20000).

• The organizer only adds or removes attendees.

• The organizer's Outlook client has shared calendar improvements enabled.

The meeting organizer can resolve the issue in this scenario by updating their Outlook client to the latest version.