If you’ve invited a number of people to a
meeting, how do you send a follow-up email
to only those who have accepted?
There are two ways to do this.
Option A is the quicker, simpler way. It’s the one to use if you don’t have too many attendees who have declined – say, fewer than 10. We’ll cover this today.
Option B is the more involved way. It’s the one to use if you have a lot of attendees who have declined – say, more than 10. We’ll cover that next week.
So here is Option A, the simpler option. The one to use if you don’t have too many attendees who have declined.
- View/open the appointment in Outlook.
- Click the Tracking button on the Meeting ribbon. – The names of all those invited are listed, with their acceptance status displayed to the right of their names.
- Remove the ticks from alongside the names of the people who have declined (the ticks are to the left of their names). Click a tick to remove it.
- Click the Contact Attendees button on the Meeting ribbon (it is a few buttons to the right of the Tracking button). – a drop-down menu displays.
- Click New E-mail to Attendees.
– A new mail message is created, addressed only to those attendees who still have a tick next to their name.
- Complete the message and send it.
- DO NOT SAVE the appointment, otherwise all those attendees you un-ticked will be sent a meeting cancellation notice. Instead close the appointment and select Don’t save changes.
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