Prevent forwarding of a meeting

Meeting organizers can choose whether to allow attendees to forward a meeting invitation to others. The option to prevent forwarding is currently only available in Outlook on the web and Outlook for Windows, Outlook for Mac , for users with an Office 365 subscription.

Note: This feature lets you prevent meetings from being forwarded, regardless of whether you're using Information Rights Management.

Meeting invitations that don't allow forwarding

When you create or edit a meeting, you can choose to allow or prevent forwarding of the meeting invitation. The option to allow forwarding is turned on by default. However, if the meeting organizer turns off this option, attendees included on the meeting invitation won't be able to forward the meeting to others. The organizer will still be able to add attendees by editing the meeting.

Outlook can't prevent forwarding if a meeting invitation is sent to attendees whose mailboxes are hosted in older versions of Exchange with servers managed on-premises or hosted by a third-party service such as Google Calendar.

Outlook clients where forwarding can be prevented

You can prevent forwarding when you create or update meetings in the following Outlook clients:

Outlook client

Currently supported

Outlook on the web

For Office 365 users

Outlook on Windows

For Office 365 users
* Available for Monthly Channel (Version 1808 or later)
* Coming in March 2019 for Semi-Annual Channel (Targeted)

Outlook for Mac

For Office 365 users (Office Insiders only) 

Outlook for iOS

Not supported yet

Outlook for Android

Not supported yet

Attendee's experience when a meeting invitation has forwarding disabled

If an attendee receives a meeting invitation in an updated client (see the list below), they are prevented from forwarding the meeting invitation and the calendar event, regardless of the type of account they have.

Updated Outlook clients are:

  • Outlook on the web (Office 365, Exchange Server 2016, Exchange Server 2019)

  • Outlook for Windows 2016 (available to Monthly channel in Version 1808)

  • Outlook for Mac 2016 (available in Version 16.16 [180812])

  • Outlook for iOS

  • Outlook for Android

If an attendee is using an older client, their experience depends on the type of account they have.

Office 365, Exchange Server 2016, or Exchange Server 2019: When the attendee receives a meeting on a legacy client, they see the options to forward the meeting invitation or calendar event. However, if they try to forward the meeting, Office 365 and Exchange Server block this action. An email notification is sent to the attendee indicating that the meeting organizer doesn't allow forwarding of the meeting, and as a result, their forward wasn't sent.

Older versions of Exchange or third-party services: When the attendee receives a meeting on a legacy client, they see the option to forward the meeting invitation or calendar event. When the forward is sent, it's handled by external servers that don't support this feature, so the meeting forward can't be prevented. As has always happened, when the meeting is forwarded by an attendee using a third-party service, a forward notification isn't sent to the meeting organizer.

Notes: Even if the meeting organizer has prevented the forwarding of a meeting invitation or calendar event, attendees can still take the following actions:

  • Reply or Reply all to the meeting invitation with an email message.

  • Copy the meeting message or calendar event.

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