Outlook For Mac Forward Meeting Invite

When you create an Outlook meeting, you won’t be able to find “CC” or “BCC” field. But many users wish to CC or BCC a meeting invitation. In this article, 3 simple methods will be introduced in detail.

Many users may have noticed that there are only “To” field in the New Meeting window without “CC” or “BCC” fields. However, like CC or BCC common emails, sometimes you may hope to CC or BCC meeting invitations to someone else. In reality, via making some extra efforts, you can achieve it. The followings are 3 handy workarounds.

Tip 1: Utilize “Required”, “Optional”, “Resources” Option

On the Organizer Meeting tab, click Time Zones. Add attachments to the meeting. On the Meeting menu, click Attachments Add. Make the meeting a recurring event. On the Organizer Meeting tab, click Recurrence, and then select a recurrence pattern. See whether your invitees are available (Exchange accounts only) On the Organizer Meeting tab, click Scheduling. MAC Outlook 2016 - How do I forward or add someone to an existing non-recurring meeting invite, without sending an update to (all) everyone.

1. At the very outset, start Outlook and create a new meeting by “New Items” > “Meeting”.
2. Then in the subsequent window, fill in all recipients in “To” field, no matter who you’re intending to directly send to or CC or BCC.
3. After that, click on “Scheduling” button in the “Show” group.
4. In the next screen, you can locate the “All Attendees” list. Click on the icon in “Attendance” column. There will be a drop down list shown up. You should specify “Optional Attendee” to the recipients who will be CC’d. And choose “Resource” to those who will be BCC’d.
5. Later click “Appointment” to go back to the previous meeting screen. You will see that the “Location” field is filled with the recipients who are specified as “Resource”. You can delete them and replace an actual location.
6. Finally you can click “Send” button to send it out.

The recipients will get the meeting invitation with CC’d attendees in “Optional” line. In addition, the BCC’d recipients will receive the meeting as well. But their email addresses won’t show up in the invitation. It will look like the screenshot below:

Tip 2: Forward the Meeting as iCalendar

1. At the outset, create a new meeting invitation as usual and save it.
2. Then go to calendar pane and pitch on this meeting.
3. Next click on “Forward” button” in “Actions” group. And from the drop down list, select “Forward as iCalendar”.
4. After that, a new message will open with the meeting as an attachment. Go to “Options” tab and click on “BCC” button in “Show Fields” group. Now you can fill in the “CC” or “BCC” button as per your needs.
5. Lastly, click “Send” button.

When the CC’d or BCC’d recipients receive the iCalendar attachment, they can access the meeting and send you their responses, too.

Tip 3: Forward the Meeting as Text

1. To begin with, still create and save a new meeting.
2. Then select it in calendar. Drag and drop it onto Mail icon in navigation pane.
3. Next a new message will open up in the background. It contains the meeting details in the message body. Now you can CC or BCC the meeting details.

By this means, the recipients will just receive the meeting details but won’t be required to send responses.

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A New Way to Block Forwarding of Important Meeting Requests

Microsoft has started to roll out a new feature in Exchange Online, OWA, and Outlook 2016 (click to run) to stop people forwarding meetings when meeting organizers don’t want them to do so. You know the scenario: someone sets up an interesting meeting with a well-chosen list of attendees to figure out how to solve a problem and next thing you know, 50 people turn up to meet in an overcrowded room because some of the invited attendees decided to pass on the meeting notification to their colleagues.

By default, meetings can be forwarded, but now organizers have a new option in Outlook 2016 and OWA (see below) to disable forwarding of their meetings.

When an attendee opens the meeting request, the client disables the forward option.

Of course, an attendee could create their own meeting request and cut and paste the meeting details into that request and send it to whomever they like, but that’s probably too much work. This fix cuts out casual forwarding, and that’s what it is intended to do.

Supported Clients

The new feature is now available in OWA, Outlook 2016 (click to run version 1808 – I see it in client build 10730.20102). Microsoft says that it is coming to Outlook for Mac soon. It is not available in Outlook 2016 MSI clients. Only users with Exchange Online mailboxes can blocking the forwarding of meetings.

Lots of Unsupported Clients

Obviously, there’s lots of unsupported clients in use today. An unsupported client doesn’t have the user interface to disable meeting forwarding or to stop someone forwarding a meeting that the organizer has blocked. It therefore follows that people who receive blocked meetings might try to forward them.

To make the block more effective, Microsoft has included a check in the code that submits messages to the Exchange transport service to validate that someone has the right to forward a meeting request. To have that right, the submitter must be the meeting organizer or a delegate of the meeting organizer. Users assigned editor access to the organizer’s calendar can also forward meetings, but only if they are granted that right under the new calendar sharing model. Those with editor rights granted under the old model can’t forward meetings.

If the submitter has the right to forward a meeting, transport accepts and processes the message. If they don’t, transport politely declines the message and issues a non-delivery notification.

This block is built into Exchange 2016 (latest cumulative update), Exchange 2019, and Exchange Online, so anyone with a mailbox connected to one of those servers respects blocks set on meeting forwarding. If someone using an older Exchange server or a non-Exchange server receives a meeting request, they can anything they want with it because the block isn’t available.

The formal Microsoft support article is available online. We cover calendar sharing in Chapter 6 of Office 365 for IT Pros. And if you’re at Microsoft Ignite, check out session BRK3146 to discover all the new stuff that’s happening in Outlook calendaring.

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