Propose a new meeting time in Outlook

If you receive a meeting request in Outlook for a time when you aren’t available, instead of declining the request, consider proposing a new meeting time. The meeting organizer can accept or decline the change.

Note: The meeting organizer can send meeting requests without the ability to propose a new time. In that case, the Propose New Time option isn't available. You also can't propose a new meeting time for recurring meetings.

  1. When you receive the meeting request, either in the Reading Pane or from the open meeting invite, select Propose New Time.

    When you propose a new time, you tentatively accept the meeting. However, if you click the text Propose New Time (the lower part of the button) you have the additional options to click Decline and Propose New Time.

    Note: Meeting organizers can send meeting requests that restrict the ability to propose alternate meeting times. If the meeting organizer has restricted meeting proposals, the Propose New Time command isn’t available. Also, you can’t propose a new time for recurring meetings.

  2. Select a time when all invitees are available.

  3. Click Propose Time.

  4. Click Send.

Accept a proposed new meeting time

If you're the meeting organizer and a recipient proposes a new meeting time, you can decide whether to accept or decline the proposal.

  1. Open the meeting request.

  2. Click Accept Proposal.

  3. Click Send Update.

Decline a proposed new meeting time

  1. Open the meeting request.

  2. Click Meeting Response.

  3. In the Respond group, click Reply, type an optional message, and then click Send.

  4. In the meeting request, on the Meeting Response tab, in the Delete group, click Delete.

    The meeting remains at the original time.

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