Forward a meeting

There are two ways to forward a meeting, depending on whether the meeting is on your calendar or in your email.

Forward a meeting that’s on your calendar

To forward a recurring meeting series that’s on your calendar:

  1. In Calendar, double-click the meeting to open it.

  2. In the Open Recurring Item dialog box, click Just this one to forward just a single meeting in the series, or click The entire series to forward the entire series.

  3. On the Meeting Occurrence or Meeting Series tab, in the Actions group, click Forward > Forward.

    Forward button

  4. In the To box, enter the email address or addresses of the people you want to forward the meeting to, and then click Send.

To forward a non-recurring meeting that’s on your calendar:

  1. In Calendar, double-click the meeting to open it.

  2. On the Meeting tab, in the Actions group, click Forward > Forward.

    Forward button

  3. In the To box, enter the email address or addresses of the people you want to forward the meeting to, and then click Send.

Forward a meeting request that’s in your email

  1. In Mail, double-click the meeting to open it.

  2. On the Meeting or Meeting Series tab, in the Actions group, click Forward > Forward.

    Forward button

  3. In the To box, enter the email address or addresses of the people you want to forward the meeting to, and then click Send.

Best practices for forwarding meeting requests

When you use Outlook to forward a meeting to someone that was not originally invited to the meeting, Outlook sends a meeting forward notification to the meeting organizer.

When a meeting request is forwarded to a new attendee, the meeting organizer receives a meeting notification and the new attendee is added to the organizer’s meeting. Doing this, however, doesn't alert the existing attendees of the added attendee.

If for any reason the meeting organizer does not receive the meeting forward notification, the meeting attendees are not added to the organizer’s meeting.

To forward a meeting request without notifying the meeting organizer

  • Drag the meeting request from your calendar to the Mail label on the lower left side of Outlook. This opens an email with information about the meeting that you can send out.

    Drag a meeting request to Mail icon to create an email message

    Note: The email doesn't add the recipient(s) to the meeting, and only contains meeting information such as the date, time, subject and agenda.

To alert existing attendees of an added attendee to a meeting

  • If existing attendees need to know that an additional attendee was added to the meeting, then the organizer must open the meeting in the calendar and send a meeting update to all of the attendees.

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