Sometimes, users need to configure Outlook to automatically accept incoming meeting requests. When a user receives a meeting request Outlook automatically accepts the request and sends a response to the sender. Follow the instructions below to learn how to automatically accept meeting requests and remove canceled meetings. This instruction covers the most recent versions of Outlook from 2010 up to 2019. Here, you will find how to automatically accept meeting requests in Outlook 2010, Outlook 2013, Outlook 2016, and Outlook 2019.
Tip: when you enable the automatic meeting request to accept feature in Outlook, you need to carefully plan your working hours a Calendar. 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 be useful 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 Microsoft Outlook 2010
For your information: Microsoft Office 2010 and Outlook 2010 will reach the end of extended support on October 13, 2020. This means you will no longer receive security updates and vulnerabilities patches. For the sake of your security, we recommend you upgrade to newer versions of Office. For example, Office 2016 or Office 2019.
Here is how to configure Outlook 2010 so it automatically accepts all incoming meeting requests.
- In the upper-right corner, click File and select Options. This launches Outlook’s settings section.
- Click on Calendar in the left sidebar, scroll down and locate the Resource Scheduling section. Press the Resource Scheduling button.
- In the new window, place a checkmark next to the Automatically accept meeting requests and remove canceled meetings. Press Ok to save the changes.
How to enable automatic meeting requests to accept in Outlook 2013 and Outlook 2016
For your information: configuring Outlook to automatically accept meeting requests is almost 100% the same in all the most recent versions. The only difference is slight changes in the user interface, which is why we cover every version in a different section of the article.
- Just like with Outlook 2010, locate the File button in the upper-left corner of the Outlook’s main window. What you need to find is the Options button. Click it.
- Again, locate the Calendar section in the left sidebar. Notice, that the button has a different name. In Outlook 2013 and 2016, it is called Auto Accept / Decline which is more intuitive and understanding comparing to somewhat confusing the Resource Scheduling button in Outlook 2010.
- Next, check the box next to the Automatically accept meeting requests and remove canceled meetings and click Ok.
How to configure Outlook 2019 to automatically accept meetings requests
Outlook 2019, which is the most recent Outlook version by the time of writing this article, has a slightly different user interface. Still, the main idea remains the same.
- Press the File button, and then the Options button.
- Click on Calendar and scroll down to locate the Automatic accept or decline section. Press the Auto Accept/Decline button.
- Place a checkmark next to the Automatically accept meeting requests and remove the canceled meetings button and click Ok.
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 automatically accept meeting requests from a specific person or contact.
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, or 2019.
Before you start, consider the following limitations:
An 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.
- Press Alt + F11 to open the Microsoft Visual Basic for Applications window.
- In the left pane, expand Project1 > Microsoft Outlook Objects and select ThisOutlookSession.
- 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
- Save the VBA project using Ctrl + S shortcut, and close the editor window with Alt + Q.
- Now, create a new rule in Outlook. Right-click a mail in your inbox and select Rules – New rule. You need to right-click the mail from a person you want to automatically accept meeting requests in Outlook.
- In a new window, press Advanced Options.
- 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.
- 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.
- 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.
- 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.