Forum Discussion
Update calendar invite without sending 'meeting has been updated message' to attendees
Hi everyone,
I am not normally an Office 365 Administrator but find myself wearing that hat at a startup.
Someone at my company asked if it was possible to update a calendar invite without spamming all the attendees that the meeting invitation has been updated. She often has to schedule meetings on behalf of our CEO and would like to avoid spamming everyone if she does not get the exact details the right the first time.
Is this possible
ssoutrs Hi, if using Outlook on the web the updates won't be sent to all attendees as it has a built-in behavior when it comes to these notifications
Send updates options for attendees not shown - Exchange | Microsoft Docs
If using the Outlook client she should save the updated info (File - Save) and not use "Send update" button. If adding/deleting someone in the invite make sure to select the proper option at the prompt.
- I have been trying to fix this issue for years, as well. One can find the same issue being asked and unanswered since 2014 all over the internet... It seems like only a small subset of Microsoft employees see the "Send the change to everyone" or "Send the change only to the added attendees" options when they try to add one single new person to an existing recurring meeting. It would be great if Microsoft could find a way to ensure this functionality is offered to everyone who uses Outlook - not just the 4 Microsoft employees tasked with replying to this same problem for the past 20 years?
- I just tested myself - and I was not given the option to send to everyone or just to new attendees. I want "Save Only" because I need to modify the agenda as things cross my mind!
- This was in Office 365, which I used because the desktop version does not support bulleted lists! Really?
I have seen the 'save only' option in the desktop version, but even in the desktop version, it is not confidence-inspiring.
ssoutrs Hi, if using Outlook on the web the updates won't be sent to all attendees as it has a built-in behavior when it comes to these notifications
Send updates options for attendees not shown - Exchange | Microsoft Docs
If using the Outlook client she should save the updated info (File - Save) and not use "Send update" button. If adding/deleting someone in the invite make sure to select the proper option at the prompt.
ChristianJBergstrom When I press the save button, the only options it gives are in the screenshot below.
And it says that the update will be sent to "about 28 people." This needs to be fixed in Outlook. I used to be able to send an invite to just one person for an event without having to update every single attendee.
I have this same issue, as I am sure do tens of thousands of MS Outlook users. I have a team of people that have to re-accept every time we need to adjust one small element of a meeting. SUPER frustrating.
You are not alone.
Sorry I realise this is an old thread, but I was searching for a solution to not sending an update to all attendees when adding/changing location or making small edits to the invite body in Outlook.
When you use the "file / save" as you recommend, it only updates the invite in my calendar and not in the attendees calendars. It only saves it as a draft and I am forced to thereafter click "send update" anyway, which notifies all attendees 😞
I was used to working with Google calendar and it has great functionality for efficient calendar management. I just can't believe this isn't possible in Outlook!
- I am just updating the notes / description of the meeting (not attendees). Essentially I am editing an agenda for the meeting, so I don't need to update every attendee for each edit I make. When following (File > Save) I only get the option to Send the update or Delete changes + Close.
To complicate matters, I am in the "New Outlook" so I don't have the option that YumiZaz shared re Quick Access Toolbar.
SURELY Microsoft must be able to resolve this for everyones benefit... Grateful to anyone with a potential workaround.Take off all cached options and it should restore the ability to save a calendar event without triggering the send all after a restart.
- have been following this thread for 5 months
all the answers did not help
till i worked out that @christian's answer was just missing a step !
see file uploaded
https://youtu.be/XeRCTkIjp4k?si=atQ5n8YnpxAmd5ei
- Open existing meeting
- Update the meeting
- Toggle Calendar to be in "Offline" mode (Send / Receive > Work Offline)
- Back in the meeting you made changes to, select "Send update"
- Send it
- Go to the Email section in Outlook
- Go to the "Outbox"
- Select the notification for the calendar item you just updated
- Delete the calendar item from the Outbox
- Return to the Calendar Section > Send / Receive > Work Offline (but now restore your online status)
- Done
The calendar item should be updated, but the message should not be sent because you deleted it before going back online.
- Thank you for these steps and your reply. This is way too many steps for the ability to do something simple. I like the world of collaboration and sharing but we still need to have ways to remain private without having to whip out a job aid every time.
From new outlook, open the calendar event. In the ribbon there is a drop down with two little sliders on it. Uncheck Request response.
From teams, open the calendar event. At the top center after Category, press the 3 dots. From the drop down select Response options and uncheck Request response.
- Thank you for your clear and concise instructions. This worked for my specific situation. Again, thank you.
I believe I found the solution…
When I Google Searched “Outlook Meeting how to save after modifying Response under Tracking without sending update” (THAT's what I was trying to do), THIS came up at the top result:
Save meeting changes but don't send updates with Save feature
- Double click to open the meeting, and make any changes as you need.
- Click the Save button and the Close button successively on the Quick Access Toolbar. See screenshot:
- Note: This method works well when you change the meeting note only.
How to save meeting changes but don't send updates in ...
https://www.extendoffice.com/documents/outlook/4576-outlook-save-changes-but-do-not-send.html
And it WORKED! For my case, anyway… *BTW this was done on Outlook app on PC.
I hope this will help you, too! (^O^)b
ssoutrs I get the following message when I try to use the "x" to close the window after making an edit to the subject line:
Save changes and send update
Don't save changes
It does not work for me.
