outlook

Automatically Accept Meeting Requests in Microsoft Outlook


Sometimes, users need to configure Outlook in the way when they receive a meeting request, and Outlook automatically accepts the request and sends a response to the sender. Follow the instructions below to automatically accept meeting requests and remove canceled meetings. There are instructions for Microsoft Outlook 2010, Outlook 2013 and Outlook 2016 as well.

Microsoft Outlook 2010 – Meeting Requests

Step 1

In Outlook, go up to File > Options.

outlook-2010-file-options

Step 2

Go to Calendar, scroll down and click into “Resource Scheduling.”

outlook-resource-scheduling

Step 3

Then check the box next to “Automatically accept meeting requests and remove canceled meetings” and hit OK.

outlook-2010-auto-accept-meeting-requests

Microsoft Outlook 2013 / 2016 – Meeting Requests

Step 1

In Outlook, go up to File > Options.

outlook-2013-file-options

Step 2

Go to Calendar, scroll down and click into “Auto Accept/Decline…”

outlook-2013-calender-menu

Step 3

Then check the box next to “Automatically accept meeting requests and remove canceled meetings” and click OK.

outlook-2013-auto-accept

Tip. In case you choose this option, you will need to carefully plan your working hours in Outlook. If you have an unplanned time in your calendar, Outlook will consider it as “available” and accept all meeting requests for that time.

How to Automatically Accept a Meeting Requests from a Specific Person?

If you want Outlook to automatically accept meeting requests from a specific email address or person, you will need to use the Outlook rules and VBA script (macro).

  1. Press Alt + F11 to open the Microsoft Visual Basic for Applications window;
  2. In the left pane, expand Project1 > Microsoft Outlook Objects and select ThisOutlookSession;
  3. Copy and paste the following VBA code in the right window.
    Sub AutoAcceptMeeting(metRequest As MeetingItem)
    
    If metRequest.MessageClass <> "IPM.Schedule.Meeting.Request" Then
    
        Exit Sub
    
    End If
    
    Dim metAppt As AppointmentItem
    
    Set metAppt = metRequest.GetAssociatedAppointment(True)
    
    Dim metResponse
    
     Set metResponse = metAppt.Respond(olMeetingAccepted, True)
    
     metResponse.Display
    
    End Sub
    automatically accept meeting requests in outlook
  4. Save the VBA project (CTRL + S) and close the editor window (Alt + Q);
  5. Now you need to create a new rule in Outlook. In the rule, specify that it should be applied to all messages from the specified sender(s). Then specify that you need to run the Run a Script for these emails: Project1.ThisOutlookSession.AutoAcceptMeeting script. Also configure the options Stop processing more rules and Move it to the specified folder;
    accept meetings in outlook 2016
  6. It remains to allow the execution of unsigned VBA scripts in Outlook. Select the Developer tab and click the Macro Security button. In the list of options, select Notify for all macros or Enable all macros (not security);
    automatically accept meetings in outlook
  7. Restart Outlook. You will notice a warning appear during the next Outlook start, it says that there are scripts in Outlook. Allow them by clicking the Enable macros button;
    auto accept meetings in outlook 2016
  8. Now when the meeting request is received from the user specified in the rule, it will be automatically accepted and the sender will receive a reply message.

Note.

  • The e-mail account that receives the meeting request must be the default account in your Outlook profile;
  • Note that these rules only work in Outlook (they do not apply to OWA).

If you want to automatically reject all meetings from a specific email address, use the following code:

Sub AutoDeclineMeetings(metRequest As MeetingItem)

If metRequest.MessageClass <> "IPM.Schedule.Meeting.Request" Then

    Exit Sub

End If



Dim metAppt As AppointmentItem

Set metAppt = metRequest.GetAssociatedAppointment(True)

Dim metResponse

    Set metResponse = metAppt.Respond(olMeetingDeclined, True)

    metResponse.Display

End Sub

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