If a meeting has already been scheduled and you need to forward that meeting to other attendees, you can easily complete this task in a few simple steps. Follow the prompts below:

Step 1: Login To Outlook

Log into your Microsoft 365 account and select the outlook application or icon. If this is the first time you’ve logged into Microsoft 365 in a while, it may take a moment to load.

Step 2: Access Your Outlook Calendar

Once you are logged in, you should see a blue band that stretches along the left side of your screen. Select the calendar icon in the upper left corner of this band.

Step 3: Click Into Your Event

Find the event you want to forward on your calendar. Double click that event to open up the details in a larger window.

Step 4: Forward Meeting Invite

Click the blue single ‘forward’ arrow that is pointing to the right. A window will appear below that has space to include one or more recipient emails as well as a custom message. After you have added the emails you want to forward the meeting invite to, you can click ‘send’.

Step 5: Confirmation Email

Outlook will send you a confirmation email when a recipient has accepted or declined your forwarded meeting invite.

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Commonly Asked Questions

Is an event and a meeting the same thing?

In Microsoft Outlook, anything scheduled on your calendar is called an ‘event’. So whether you’ve scheduled a meeting, a phone call, or a luncheon, it will be called an event on your calendar. 

Can I edit an invite before forwarding it?

Yes, you can easily edit an invite before forwarding it in Microsoft Outlook. When you double click the event to open it, you’ll see a blue ‘edit’ button in the upper left corner. Click that to edit the time, date, or details of your event. From there, you can add more recipients to your original invite, or save and forward the edited invitation.

Can I cancel a meeting that has been forwarded?

Yes, you can cancel a meeting that has been forwarded. When you cancel a meeting through your Outlook calendar, all attendees that have ‘accepted’ your meeting invitation will be sent a notification that the event has been canceled.

Will other attendees be notified if I forward a meeting invite?

No, no one else in your meeting will be notified when you forward a meeting invitation. However, a full list of attendees is visible on the meeting invite itself. This means that whether your new invite was accepted or declined, other attendees would be able to open the invitation and see who has been invited and who has accepted.

Can I add links and attachments to my meeting invite?

Yes, you can easily add links and attachments to your meeting invite. In the meeting description, you have space to compose a message just as you would for an email. Look for the paperclip icon in the lower left hand corner to attach any relevant documents to the invitation.

Advantages Of Using Microsoft Outlook

Microsoft Outlook is a widely used email and personal information management software that offers several benefits for individuals and businesses. Here are some of the key benefits of using Microsoft Outlook:

• Email Management:
  • Efficient Organization: Outlook allows you to create folders and subfolders to categorize and store your emails, making it easy to locate specific messages.
  • Rules and Filters: You can set up rules to automatically sort, move, or flag emails based on criteria you define, reducing manual effort.
  • Scheduled Sending: Outlook lets you schedule emails to be sent at a later time, which can be handy for ensuring messages reach recipients at the right moment.
  • Categorization and Priority: You can assign categories and priority levels to emails, helping you quickly identify important messages.
• Calendar Integration:
  • Seamless Scheduling: Outlook’s calendar feature allows you to schedule meetings, appointments, and events with ease, including features like recurring events and resource booking.
  • Sharing and Collaboration: You can share your calendar with colleagues or teams, allowing for better coordination and avoiding scheduling conflicts.
  • Reminders and Notifications: Outlook sends reminders for upcoming events, reducing the chance of missing important appointments.
• Contacts Management:
  • Centralized Contacts: Outlook provides a central repository for managing your contacts, making it easy to find and update contact information.
  • Contact Groups: You can create contact groups for efficient communication, such as sending emails to specific teams or departments.
  • Automatic Updates: Outlook can automatically update contact details from emails and social media, ensuring your contact list remains current.
• Task and To-Do Lists:
  • Task Management: Outlook’s task feature allows you to create and manage tasks, set due dates, and receive reminders, helping you stay organized and meet deadlines.
  • Prioritization: You can prioritize tasks and categorize them, helping you focus on what’s most important.
  • Completion Tracking: Marking tasks as complete provides a sense of accomplishment and helps you keep track of your progress.
• Integration with Microsoft Office Suite:
  • Effortless Integration: Outlook seamlessly integrates with other Microsoft Office applications, allowing you to work with documents, spreadsheets, and presentations directly from your email client.
  • Efficiency: You can attach Office documents to emails without leaving Outlook, streamlining document sharing.
• Collaboration and Sharing:
  • Team Collaboration: With integration with Microsoft Teams, you can schedule and conduct online meetings, share documents, and collaborate on projects directly from Outlook.
  • Shared Folders: Shared folders enable easy collaboration on emails and documents, facilitating teamwork.
• Security and Privacy:
  • Protection: Outlook provides built-in security features like spam filtering, malware scanning, and phishing protection to safeguard your email communications.
  • Encryption: Sensitive emails and data can be encrypted to ensure privacy and compliance with security standards.
• Customization:
  • Personalization: Customize the Outlook interface, email signatures, and settings to align with your preferences and workflow.
  • Add-Ins: Explore a wide range of third-party plugins and add-ins to extend Outlook’s functionality, tailored to your specific needs.
• Offline Access:
  • Availability: Outlook allows you to work offline, providing access to your emails, calendar, and tasks even when you’re not connected to the internet.
• Exchange Server Compatibility:
  • Outlook is particularly well-suited for organizations using Microsoft Exchange Server, providing advanced features for email and collaboration within such environments.
• Unified Inbox:
  • Outlook can consolidate emails from multiple accounts (e.g., Outlook, Gmail) into a single unified inbox, simplifying email management.
• Productivity Features:
  • Outlook offers productivity features like Quick Steps, which allows you to automate repetitive tasks, and keyboard shortcuts for faster navigation and action.
• Support and Updates:
  • Microsoft regularly releases updates and provides support, ensuring a reliable and up-to-date experience for users.

In summary, Microsoft Outlook is a comprehensive tool that offers a wide array of features designed to enhance email management, communication, collaboration, and productivity for both individuals and businesses. Its integration with other Microsoft Office apps and its customization options make it a versatile platform for managing personal and professional tasks.