How to Automatically Accept Meeting Requests in Microsoft Outlook?

Sometimes, users need to configure Outlook to accept incoming meeting requests automatically. When a user receives a meeting request, Outlook automatically accepts the request and sends a response to the sender. This saves users time and allows focusing on more important tasks.

Automatic meeting accept in Outlook is a slightly more advanced technique, but this article will show you everything you need to know. Follow the instructions below to learn how to automatically accept meeting requests and remove canceled meetings. This instruction applies to the most recent Outlook versions from 2010 up to 2021. Here, you will find how to automatically accept meeting requests in Outlook 2010, Outlook 2013, Outlook 2016, and Outlook 2019, and Outlook 2021.

Caution. Plan your working hours in the Calendar carefully when you set Outlook to automatically accept meeting requests. If you have an unplanned time in your calendar, Outlook will consider it as “available” and accept all meeting requests for that time.

By the way, this article will come in handy if you want to do the opposite–automatically decline meeting requests in Outlook. All you need to do is to place an additional checkmark.

Automatically Accept Meeting Requests in Outlook 2010

Note. Microsoft Office 2010 and Outlook 2010 reached their end of life (including extended support) on October 13, 2020. That means those sticking to those apps no longer receive security updates and patches for critical vulnerabilities. Upgrade to newer Office versions to keep yourself, your computers, and data stored on them secure.

However, if you still have Outlook 2010 in use and want to know how to automatically accept meeting requests, here is how:

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Here is how to configure Outlook 2010 so it automatically accepts all incoming meeting requests.

  1. Click the File button in the upper-left corner of the screen and select Options to launch Outlook Settings. outlook auto accept meetings from specific person
  2. Go to the Calendar section in the left sidebar, scroll down and find the Resource Scheduling section. Press the Resource Scheduling button. auto accept calendar invites outlook from specific person
  3. In the new window, place a checkmark next to the Automatically accept meeting requests and remove canceled meetings.
  4. Press Ok to save the changes. outlook automatically accept meeting requests from specific sender

How to Automatically Accept Meetings Requests in Outlook 2021 and Newer

Outlook 2021, which is the newest Outlook version by the time of writing this article, has a slightly different user interface. Still, the main idea remains the same. You can also use this section to automatically accept meetings requests in Outlook 2019, Outlook 2016, and Outlook 2013. Outlook 2013 is now unsupported, so you better move to a newer release to keep getting security updates.

  1. Press the File button in the upper-left corner of the screen, and then click the Options button. outlook rule automatically accept meeting requests from specific sender
  2. Click on Calendar and scroll down to find the Automatic accept or decline section. Press the Auto Accept/Decline button. automatically accept calendar invites outlook
  3. Place a checkmark next to the Automatically accept meeting requests and remove the canceled meetings button and click Ok. outlook auto accept meetings

How to Automatically Accept Meeting Requests From a Specific Person in Outlook?

If you want Outlook to automatically accept meeting requests from a specific email address or person, use the Outlook rules and VBA script (macro). Unfortunately, Outlook still has no built-in tools to accept meeting requests from a specific person or contact automatically.

For your information. This section applies to Outlook 2010 and newer with no differences. It is the same no matter which Outlook version you are running–2010, 2013, 2016, 2019, or 2021.

Before you start, consider the following limitations:

The e-mail account that receives the meeting request must be set as the default account in your Outlook profile. Also, these rules only work in Outlook, and they do not apply to OWA.

  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
  4. Alternatively, you can use another macro to automatically accept meeting requests in Outlook without sending a reply:
    Sub AutoAcceptMeetings(oRequest As MeetingItem)

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

    Exit Sub

    End If

    Dim oAppt As AppointmentItem

    Set oAppt = oRequest.GetAssociatedAppointment(True)

    Dim oResponse

    Set oResponse = oAppt.Respond(olMeetingAccepted, True)

    ' creates response, saves to drafts without sending

    oResponse.Close (olSave)

    ' deletes draft response

    ' if not deleted, may create tentative appt on calendar

    oResponse.Delete

    End Sub

    auto accept calendar invites from specific person outlook

  5. Save the VBA project using Ctrl + S shortcut, and close the editor window with Alt + Q.
  6. Now, create a new rule in Outlook. Right-click a mail in your inbox and select Rules > New rule.
    outlook auto accept meeting from specific person
    You need to right-click an email from the person you want to automatically accept meeting requests in Outlook.
  7. In a new window, press Advanced Options.
    automatically accept calendar invites outlook web app
  8. In the Section 1 list, select Run a Script. 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.
    outlook rule to accept meeting invitations
  9. All is left is 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).

    Tip. If you can’t find the Developer tab on the Outlook’s ribbon, press File > Options > Customize Ribbon and place a checkmark next to the Developer entry in the right list of available tabs.office 365 auto accept meeting requests

  10. Restart Outlook. You will notice a warning appear next time you launch Outlook. It will warn you that scripts are running in Outlook. Allow them by clicking the Enable all macros button. Caution: you should mind your security before using macros to automatically accept meeting requests in Outlook. Bad actors often use Office macros to spread malware hidden in emails or other Office files. Keep your antivirus and firewall enabled and always up to date. Also, never open suspicious emails or attachments.
    auto accept meeting requests office 365
  11. Next time a meeting request is received from the user specified in the rule, it will be automatically accepted, and the sender will receive a reply message.

In case you want to automatically reject all meeting requests from a specific email address in Outlook, use the following code for the same guide above:

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

That is it.

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23 comments

  1. I have Outlook 2013. When I follow these (very clear!) instructions, the options in the “Automatic accept or decline” box are shaded out – I can’t select them. How do I fix that?

    1. The 1st one is greyed out? By default the first one should be selectable and the bottom two are greyed out. Once you select the first one, then the other two should no longer be greyed out.

          1. I am in the same boat as Jennifer. any progress on this issue? I am getting the run around from Microsoft

    1. I spoke with Microsoft support (got a great tech as well). The feature was pulled in Office 2010 onward. So no, it does not work.

      But I did find a VB Script that will do the same thing.

      I was very impressed with the Microsoft tech as he stuck with it to the bitter end (apparently the developers do not clue in the the support).

  2. From what I can tell the option to set a rule that will run a script seems to have disappeared in Office 365. Does anyone know if that’s true, or if there is a new way to accomplish this?

    Thanks!

    1. Liz, you need to do a registry edit.

      Depending on which version of Outlook you’re on, it may be in the 16 or 15 folder.

  3. Is there any way that I can disable these “auto accept/deny” button or setting? Preferably by using GPO or other recommended solution…
    Thanks,

    1. Dear Louie
      You able to solve your issue on “auto accept/deny” button ?
      If yes, please share with me :(

  4. Hi, Does anyone have a workaround for this solution now that Outlook 360 there is no option under Outlook rules to “run a script”

    The option to set a rule that will run a script (Step 7 of 10 above as outlined by the OP) is no longer available in Office 365. Does anyone know if there is a workaround or another way to accomplish this? I have a need to automatically respond tentatively to multiple meetings from a particular group and containing specific words in the title. Sure would be nice if this functionality was added to the Create Rules.

  5. The option to set an Outlook rule that will run a script (Step 7 of 10 above as outlined by the OP) is no longer available in Office 365. Does anyone know if there is a workaround or another way to accomplish this? I have a need to automatically respond tentatively to multiple meetings from a particular group and containing specific words in the title. Sure would be nice if this functionality was added to the Create Rules.

    1. Scroll up and start at the section labeled “How to Automatically Accept Meeting Requests from a Specific Person in Outlook?” Specify your from person(s) or group and follow the rest of the instructions.

  6. I followed those instructions precisely (very thorough I might add). All worked with the exception of actually sending the response. When an appointment come through, the appointment would open and just sit there. How do I make it automatically accept AND send?

  7. I would love a script like this that does the following:
    * External company/domain contacts – Accept if no conflict
    * Internal company/domain contacts – Accept always

    I am not sure how to modify this script to check against the calendar for auto accepts.

  8. For Office 365:
    1) follow above or other instructions to make sure you have File/Options/Trust Center/Macro Settings set to “Enable all macros”
    2) On top of that you need to do a registry edit as follows, then restart:

    1) Click Start -> Search, type ‘regedit’ (Note: there is no quotation marks in the command.) and press Enter.
    2) Navigate to HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook\Security.
    3) Right-click a blank area, create a new DWORD Value named as ‘EnableUnsafeClientMailRules’ and set it to 1.

    Note: Please back up the Registry before performing the steps above. You can refer to this article to back up your Registry: https://answers.microsoft.com/en-us/msoffice/forum/msoffice_outlook-mso_winother/outlook-rules-option-for-macros-missing-after/aae32b30-a753-485d-b902-6de18d51a5f9

  9. All worked with the exception of actually sending the response. When an appointment come through, the appointment would open and just sit there. How do I make it automatically accept AND send?

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