Easy Guide: How to Forward a Meeting Invite in Outlook

We’ve all been there: you receive a meeting invite in Outlook that’s relevant to a colleague or team member, and you need to forward it on. It sounds simple, but if you’re not familiar with the process, it can be a bit tricky. Don’t worry; we’ve got your back.

Forwarding a meeting invite in Outlook is a crucial skill in today’s collaborative work environment. Whether it’s to include someone who was initially missed or to delegate the meeting to a more appropriate attendee, knowing how to do this efficiently can save you and your team a lot of time. Stick with us as we walk you through the steps to make this task a breeze.

How to Forward a Meeting Invite in Outlook?

To forward a meeting invite in Outlook, open the meeting from your calendar, click on “Forward” or “Forward Meeting” in the ribbon, enter the recipients’ email addresses, and then click “Send.” This allows you to invite additional participants to the meeting.

Also, you can read our earlier guide on how to find who forwarded a meeting request in Outlook.

Forward Meeting Invites in Outlook Desktop Application

  1. Open Outlook: Start by opening the Outlook application on your computer.
  2. Find the Meeting: Navigate to your calendar by clicking on the “Calendar” icon at the bottom of the navigation pane. Then, locate the meeting you want to forward.
  3. Open the Meeting: Double-click on the meeting to open it. This action will bring up the meeting details.
  4. Forward the Meeting: Look for the “Forward” button in the meeting window. It’s typically located in the ribbon at the top, within the “Respond” group. Click on “Forward.”
  5. Add Recipients: In the “To” field, enter the email addresses of the individuals you want to forward the meeting invite to. You can add multiple recipients by separating each email address with a semicolon (;).
  6. (Optional) Add a Message: Before forwarding, you can add a message to the invitees. This could briefly explain why they’re being invited or any additional context you think is necessary.
  7. Send the Invite: Once you’ve added the recipients and any optional message, click “Send.” The new invitees will receive the meeting invitation and can respond accordingly.
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How to Forward a Meeting Invite in Office 365 Web

If you access your email via a web browser, then you can follow the below steps. This is applicable for Office 365 OWA, and on-prem Exchange servers (depending on the server version).

  1. Log In to Outlook: Open your preferred web browser and log in to your Outlook account or Office 365.
  2. Go to the Calendar: On the navigation menu, usually found on the left side of the screen, click on the “Calendar” icon to view your calendar.
  3. Select the Meeting: Find the meeting you wish to forward and click on it. This will open a small pop-up window with the meeting details.
  4. Choose to Forward: In the pop-up window, you’ll see several options. Click on “More actions” (often represented by three dots or an ellipsis) and select “Forward” from the dropdown menu.
  5. Enter Recipient Details: In the forwarding window, enter the email addresses of the people you’re forwarding the meeting invite to in the “To” field. You can add comments or additional information in the body of the email if needed.
  6. Send the Invite: After adding the recipients and any message, click on the “Send” button to forward the meeting invitation.
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Remember, when you forward a meeting invite, the original organizer will be notified about the new attendees. This ensures transparency and allows the organizer to track who will attend the meeting.

Steps to Forward a Meeting Invite in the Outlook Mobile App

If you are a mobile user, forwarding a meeting invite using the Outlook mobile app on your iPhone or Android device is pretty straightforward. Here’s how you can do it:

  1. Open the Outlook App: Start by launching the Outlook app on your mobile device. If you haven’t already, log in to your account.
  2. Access the Calendar: Tap on the calendar icon, usually found at the bottom of the screen, to switch to your calendar view.
  3. Find and Select the Meeting: Browse through your calendar to find the meeting you want to forward. Tap on the meeting to view its details.
  4. Open Meeting Options: In the meeting details screen, look for an options menu. This is typically represented by three dots or a similar symbol, located at the top or bottom of the screen.
  5. Choose to Forward: Tap on the “Forward” option. This action will bring up a new message screen with the meeting details included.
  6. Add Recipients: In the “To” field, type in the email addresses of the individuals you wish to forward the meeting invite to. You can add multiple recipients by separating each address with a comma or by tapping on the “+” icon to add contacts from your address book.
  7. Send the Forwarded Invite: Once you’ve added all necessary details and recipients, tap the send icon (usually represented by an airplane symbol). The new invitees will receive the meeting invitation and can respond to it as usual.

This is how the meeting invite forward option looks like in the iPhone Outlook app.

Forward-meeting-in-iPhone

Additional Tips

  • Review Before Sending: Double-check the recipient’s email addresses and your message before sending. This helps avoid any mistakes or misunderstandings.
  • Communicate with the Organizer: If you’re forwarding a meeting to someone not originally invited, it might be a good idea to inform the meeting organizer. This ensures they’re aware of all participants and can make arrangements accordingly.
  • Privacy: Keep in mind the privacy of meeting details. Only forward meetings to individuals who should have access to the information discussed.

By carefully editing the forwarded meeting invite, we ensure the message is well-received and understood, setting the stage for a productive and inclusive meeting.

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