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:

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

Note. Check our tutorial on how to set Out of Office message in Outlook for a different user.

1. Click the File button in the upper-left corner of the screen and select Options to launch Outlook Settings.
2. Go to the Calendar section in the left sidebar, scroll down and find the Resource Scheduling section. Press the Resource Scheduling button.
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.

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.
2. Click on Calendar and scroll down to find the Automatic accept or decline section. Press the Auto Accept/Decline button.
3. 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 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

   

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.
   
   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.
   
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.
   
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.
   

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.
    
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.