Propose, accept, or decline a new meeting time

When you receive a meeting request for a time that you aren’t available, you can propose a new meeting time. The meeting organizer makes the final decision whether to accept or decline a proposed meeting time.

Propose a new time for a meeting

As a meeting attendee, you can propose an alternative meeting time. However, the meeting organizer must accept the 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 is not available.

  1. In the open meeting request, on the Meeting tab, in the Respond group, click Propose New Time.

    Propose New Time command on the ribbon

    By default, when you propose a new time, you tentatively accept the meeting. However, if you click the text Propose New Time, you have the additional options to click Tentative and Propose New Time or Decline and Propose New Time.

  2. Click a time when all invitees are available.

  3. Click Propose Time.

  4. Click Send.

    Tips:  If you view the meeting request in the Reading Pane, you don’t have to open the message. At the top of the Reading Pane, click Propose New Time.

    Meeting request commands in the Reading Pane

Change the default response

When you propose a new meeting time, an email message is sent to the meeting organizer. This message includes your meeting request response — accept, tentative, or decline.

By default, when you propose a new time, your meeting request response is tentative. However, you can change the default response for all meetings requests that you reply with proposed new time.

  1. Click the File tab.

  2. Click Options.

  3. Click Calendar.

  4. Under Calendar options, in the Use this response when proposing a new meeting time list, click Accept, Tentative, or Decline.

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Accept or decline proposed meeting times

As a meeting organizer, you receive any proposed meeting time changes. You decide whether to change the scheduled meeting time.

Accept a proposed new meeting time

  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. On the Meeting Response tab, in the Respond group, click Reply, type your message, and then click Send.

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

    The meeting remains at the original time.

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