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How to stop someone forwarding a meeting request in outlook

As a meeting organizer, you can choose whether to allow attendees to forward a meeting invitation to others. When creating a meeting request, you can only use this option if your mailbox is hosted in Microsoft 365 or in Exchange Server 2019.

If you don’t know if your mailbox is hosted in Microsoft 365, contact your helpdesk.

This feature isn’t affected by the use of Information Rights Management.

How to prevent forwarding of a meeting

When you create or edit a meeting, you can choose to allow or prevent forwarding of the meeting invitation. The option to allow forwarding is turned on by default.

However, if you turn off this option, attendees included on the meeting invitation won’t be able to forward the meeting to others. As the meeting organizer, you’ll still be able to add attendees by editing the meeting.

Go to your calendar .

Select New Meeting.

Select Response Options from the meeting toolbar.

Select Allow Forwarding to remove the checkmark.

Go to your calendar .

Select New event.

Select Response options from the meeting toolbar.

Select Allow forwarding to remove the checkmark.

Go to your calendar.

Select New event.

Select Response options from Attendees.

Select Allow forwarding to remove the checkmark.

You can prevent forwarding when you create or update meetings in the following Outlook clients:

Outlook on the web

For Microsoft 365 and Exchange 2019 users

Outlook for Windows

For Microsoft 365 users
* Available for Current Channel (version 1808 or later)
* Available for Semi-Annual Enterprise Channel (version 1902 and later)

Outlook for Mac

For Microsoft 365 users
* Available for 16.20 (18120801) and later

Outlook for iOS

Not supported yet

Outlook for Android

Not supported yet

Note: To see what version of Outlook for Windows or Outlook for Mac that you’re using, in Outlook go to About Outlook by selecting File > Office Account.

If an attendee receives a meeting invitation in an updated Outlook client, they are prevented from forwarding the meeting invitation and the calendar event, regardless of the type of email account they have.

Updated Outlook clients are:

Outlook on the web (Office 365, Exchange Server 2016, Exchange Server 2019)

Outlook for Windows (available in Version 1808 of Current Channel, Semi-Annual Enterprise Channel (Preview) and Semi-Annual Enterprise Channel.)

Outlook 2013 and Outlook 2016 for Windows (Outlook 2013 build 15.0.5125.1000 and Outlook 2016 build 16.0.4795.1000).

Outlook for Mac 2016 (available in Version 16.16 [180812])

Outlook for iOS

Outlook for Android

See the list below for the experience if an attendee isn’t using one of the clients listed above:

Exchange Online, Exchange Server 2016, or Exchange Server 2019: When the attendee receives a meeting on an older client, they will see the options to forward the meeting invitation or calendar event. However, if they try to forward the meeting, Exchange Online and Exchange Server block this action. An email notification is sent to the attendee indicating that the meeting organizer doesn’t allow forwarding of the meeting, and as a result, their forward wasn’t sent.

Older versions of Exchange or third-party services: When the attendee receives a meeting on an older client, they will see the option to forward the meeting invitation or calendar event. When the forward is sent, it’s handled by external servers that don’t support this feature, so the meeting forward can’t be prevented. As has always happened, when the meeting is forwarded by an attendee using a third-party service, a forward notification isn’t sent to the meeting organizer.

Notes: Even if the meeting organizer has prevented the forwarding of a meeting invitation or calendar event, attendees can still take the following actions:

Rob Woodgate
How to stop someone forwarding a meeting request in outlookRob Woodgate
Writer

Rob Woodgate is a writer and IT consultant with nearly 20 years of experience across the private and public sectors. He’s also worked as a trainer, technical support person, delivery manager, system administrator, and in other roles that involve getting people and technology to work together. Read more.

How to stop someone forwarding a meeting request in outlook

If you’ve ever had a problem with potential meeting attendees forwarding requests to others, we have good news. If you have the latest version of Outlook (2016 or 365) or you’re an Office 365 subscriber using the Outlook web app, you can prevent people from forwarding meeting requests.

Getting a meeting together with the right attendees can be frustrating. You’ve got to find a time everyone’s available. Then you have to find a free room. Then hope that the attendees don’t forward the meeting request to someone extra who doesn’t need to attend, or, worse, forward the meeting to a subordinate to attend instead. We can’t force people to be free, and we can’t magic you up a meeting room, but if you’re using Outlook, we can show you how to prevent people forwarding your meeting request. Let’s take a look.

Update: One of our readers brought to our attention that this technique is only available on the Windows version of Outlook and not the macOS version. Thanks for pointing this out, Floris!

Stop a Request from Being Forwarded in Outlook or the Outlook Web App

Stopping a meeting request from being forwarded is as simple as flipping a single setting before you send out the request.

In the full Outlook client, with an open meeting request, switch to the “Meeting” tab. Click the “Response Option” button and then click the “Allow Forwarding” toggle on the drop-down to turn it off (it’s on by default).

How to stop someone forwarding a meeting request in outlook

In the Outlook Web App, make sure you have a meeting request open and at least one attendee added. Click the “Attendees” cog and then click the “Allow Forwarding” toggle to turn it off for this meeting.

How to stop someone forwarding a meeting request in outlook

Unfortunately, there’s no way to have the “Allow Forwarding” option turned off by default. You have to turn it off each time you create a new request.

So What Happens If Someone Tries to Forward My Meeting Request?

Three things can happen when someone tries to forward a message on which you’ve turned off the “Allow Forwarding” option:

  • If your attendee is using the same version of Outlook as you (and if they work for the same company it’s very likely they are), then they won’t be given the option to forward the meeting request.
  • If they’re on an older version of Outlook, then they’ll be able to forward the meeting request, but Microsoft Exchange will block the delivery and send your attendee an “undeliverable” message.
  • If they’re using a non-Microsoft email system, like Gmail, then they’ll be able to forward the meeting request without any restrictions. This is because third-party systems are under no obligations to respect Microsoft’s “do not forward” flag. In the future it’s possible they will start to respect it (this is often a “you scratch my back, and I’ll scratch yours” situation, where someone like Google wants Outlook to respect a Gmail-specific flag, so a deal is done), but it’s also entirely possible that no system apart from Outlook will ever respect the flag.

Still, as long as you’re setting up meetings with people in your organization, this should work fine.

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How to stop someone forwarding a meeting request in outlook Rob Woodgate
Rob Woodgate is a writer and IT consultant with nearly 20 years of experience across the private and public sectors. He’s also worked as a trainer, technical support person, delivery manager, system administrator, and in other roles that involve getting people and technology to work together.
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In some cases, you may want to prevent meeting attendees from forwarding your meeting in Outlook, for the sake of privacy, confidentiality, or other purposes. Here, in this article I will introduce two solutions for you:

  • Prevent attendees from forwarding Outlook meeting with VBA
  • Prevent attendees from forwarding meeting with designing form

Prevent attendees from forwarding Outlook meeting with VBA

This method will guide you to add Disable Forwarding and Enable Forwarding buttons on the Ribbon in the Meeting window by VBA, and then you can prevent attendees from forwarding your meeting by the Disable Forwarding button. Please do as follows:

1. Press Alt + F11 keys to open the Microsoft Visual Basic for Applications window.

2. Click Insert > Module, and paste below VBA code into the new Module window.

VBA: Prevent attendees from forwarding meeting

3. Save the VBA code, and close the Microsoft Visual Basic for Applications window.

4. Open a calendar folder, and click Home > New Meeting to create a new meeting.

5. Click File > Options to open the Outlook Options dialog box.

6. In the Outlook Options dialog box, click Customize Ribbon in the left bar, click to highlight Appointment in the right box, and click the New Group button. See screenshot:
How to stop someone forwarding a meeting request in outlook

7. Now a new group is added under Appointment tab. Please click the Rename button, type a new name for it and click the OK button in the Rename dialog box. See screenshot:
How to stop someone forwarding a meeting request in outlook

8. Go ahead to (1) select Macros from the Choose commands from drop down list, (2) select Project1.ItemDisableForwarding in the left box, and (3) click the Add button.
How to stop someone forwarding a meeting request in outlook

9. Now the selected command is added to the right box. Keep it selected, and: (1) click the Rename button, (2) in the Rename dialog box, specify an icon for the command, (3) type a new name for it, and finally (4) click the OK button. See screenshot:
How to stop someone forwarding a meeting request in outlook

10. Please repeat above Step 8-9 to add the other Project1.ItemEnableForwarding to the right box, and click the OK button in the Outlook Options dialog box.

Now you return to the Meeting window, and you will see the two commands have been added under the Meeting tab. See screenshot:
How to stop someone forwarding a meeting request in outlook

11. Click Meeting > Disable Forwarding, and then click the OK button in the popping out dialog box. See screenshot:
How to stop someone forwarding a meeting request in outlook

12. Add meeting elements as you need, and click the Send button to send it.

If attendees want to forward this meeting by Meeting > Forward in their Outlook, a dialog box will come out to prevent the forwarding action.

Notes:
(1). This method won’t prevent attendees from forwarding the meeting as iCalendar attachment.
(2). This method works well for Exchange account.

Prevent attendees from forwarding meeting with designing form

Actually, you can modify the meeting form and disable the Forward feature in it. All meetings created based on this form will not be allowed to forward in Outlook.

1. Open a calendar folder, and click Home > New Meeting to create a new meeting.

2. In the Meeting window, please click File > Options.

3. In the Outlook Options dialog box, please click Customize Ribbon on the left bar, check Developer in the right box, and click the OK button. See screenshot:
How to stop someone forwarding a meeting request in outlook

4. Now return to the Meeting window, please click Developer > Design This Form. See screenshot:
How to stop someone forwarding a meeting request in outlook

5. Enable the (Actions) tab, and double click the Forward row to open its Form Action Properties dialog box.

6. In the Form Action Properties dialog box, please uncheck the Enable option, and click the OK button. See screenshot:
How to stop someone forwarding a meeting request in outlook

7. Click Developer > Run This Form. See screenshot:
How to stop someone forwarding a meeting request in outlook

8. Now a new meeting is created based on the modified meeting form. Please add meeting elements as you need, and click the Send button.

Notes:
(1) If you need to apply this modified meeting form frequently, it’s recommended to save it by clicking Developer > Publish > Publish Form.
(2) All meetings created based on the modified meeting form are not allowed attendees to forward. However, attendees are not prevented from forwarding these meetings as iCalendar attachments.
(3) This method works well for Exchange account.

If you want to invite someone to a meeting you haven’t organized, you can forward the meeting to them. When the recipient receives the meeting request, it appears to come from the meeting organizer and the meeting organizer receives notification that you forwarded the meeting.

Forward a meeting when you’re not the organizer

To forward a meeting or meeting series that’s on your calendar:

In the calendar, double-click the meeting to open it.

For a recurring meeting, click Just this one to forward a single meeting in the series or click The entire series to forward the entire series.

On the main meeting menu (either Meeting, Meeting Occurrence or Meeting Series), in the Actions group, click Forward > Forward.

How to stop someone forwarding a meeting request in outlook

In the To box, enter the email address or addresses of the people you want to forward the meeting to, and then click Send.

Forward a meeting when you are the meeting organizer

If you’re the meeting organizer, the easiest way to invite someone else to a meeting is to open the meeting from your calendar and add them as an attendee.

After you’ve added the additional attendees, click Send Update. You can choose whether to send the update only to added or changed attendees or to all attendees.

How to stop someone forwarding a meeting request in outlook

Best practices for forwarding meeting requests

When you use Outlook to forward a meeting to someone that was not originally invited to the meeting, Outlook sends a meeting forward notification to the meeting organizer.

The existing meeting attendees are not notified about the added attendee.

If existing attendees need to know that an additional attendee was added to the meeting, then the organizer must open the meeting in the calendar and send a meeting update to all of the attendees.

You cannot Cc or Bcc an individual on a meeting request. You can, however, add recipients as optional attendees.

Create a new meeting request.

On the Scheduling Assistant tab, right click the icon next to the recipient’s name.

Select Optional Attendee.
How to stop someone forwarding a meeting request in outlook

How to turn off meeting forward notifications in Outlook?

For example you send a meeting invitation to several attendees in Outlook, and one of attendees forward the meeting invitation to another person. In this case, you, the meeting owner/organizer will receive a meeting forward notification as below screenshot shown. It will be annoy in some cases. So how could you turn off it? This tutorial will guide you to turn off the meeting forward notifications step by step.

Turn off meeting forward notifications in Outlook
How to stop someone forwarding a meeting request in outlook

Turn off meeting forward notifications in Outlook

To turn off the meeting forward notifications in Outlook, please do as follows:

1. Select any email or folder of your Exchange account in Outlook, click File > Info, and then click the hyperlink besides the Account Settings button to open your Outlook Web App. See screenshot:
How to stop someone forwarding a meeting request in outlook

2. Now the login page of your Outlook Web App is opening, please enter your username and password to login.
How to stop someone forwarding a meeting request in outlook

3. In the Outlook Web App, please click the Settings > Options at the upper-right corner. See screenshot:
How to stop someone forwarding a meeting request in outlook

4. Go ahead to (1) click settings in the left bar, (2) click calendar at the top of right section, (3) check the Delete notifications about forwarded meetings option, and (4) click the Save button. See screenshot:
How to stop someone forwarding a meeting request in outlook

5. Log out your Outlook Web App.

For now on, you will not receive the meeting forward notifications in your Outlook any longer.

Demo: turn off meeting forward notifications in Outlook

Tip: In this Video, Kutools tab is added by Kutools for Outlook . If you need it, please click here to have a 60-day free trial without limitation!

Automatically forward every email to the specified recipient in Outlook

Generally speaking, we can set a rule to automatically forward emails to the specified recipients, such as your another email account, your Gmail, or your colleagues, etc. But, all we know it will take a long time to configure a custom rule in Outlook. Now, we introduce Kutools for Outlook’s (Automatic) Forward feature, which can set a auto forwarding rule with several clicks only. Click for 60-day free trial without limitation!
How to stop someone forwarding a meeting request in outlook

Do you know if there is a way to stop accepted meeting room resource requests going into the meeting organiser’s calendar? This is because the PA’s request the meeting rooms on behalf of their bosses but they aren’t going to attend the meeting themselves.

The solution to this problem is in how the meeting request is created.

If the delegate opens a new meeting request for themselves and adds their manager and other attendees to it, then the delegate will also be include as the meeting organizer.

How to stop someone forwarding a meeting request in outlook

Meeting request sent by the delegate as the meeting organizer

Instead, if the delegate starts the new meeting request by first opening their manager’s calendar and selecting a block of time, the meeting request will be on behalf of the manager, and will not go into the delegate’s calendar.

How to stop someone forwarding a meeting request in outlook

Meeting request sent by delegate on behalf of their manager

Depending on the delegate settings the manager has configured the delegate can then receive all of the meeting responses from attendees and room mailboxes.

How to stop someone forwarding a meeting request in outlook

Comments

I want to send a meeting request on behalf of manager and get the replies regarding this particular meeting only. Does whichever option she choses apply to ALL meeting requests? How can I make it apply to particular meetings only?

I would love to know as a delegate how to set a rule so meeting invite responses default to a folder. My boss thought I should get them (as not clicking the box when setting up delegate access) but he sets most meetings and I get all the responses. If I need to know anything I can check the tracking?

I’ve only set rules per individual not for all responses for an individual before.
Thanks!

I ran across your article while searching for an answer to a similar issue we’re facing that I’m stumped on.

We’re on Exchange 2013 on prem and Outlook 2016.

A delegate connects to a delegator’s calendar in Outlook. Creates a meeting or appointment on the delegator’s calendar. Everything is working as intended, except the meeting never shows up on the delegator’s calendar.
The strange thing is, the meeting is only visible on the delegator’s calendar when viewing their calendar from the delegate’s Outlook (where it was created), but not when logged in as the delegator themselves or when viewing the delegator’s calendar from a different user with permissions.

Just wondering if you’ve run into this before by chance? I’m running out of ideas.

Never encountered that before. Maybe the person creating the meeting is adding it to a different calendar, or setting a private flag or something else that would limit the visibility of it.

Hello Paul, we have similar issue happening with one of the user, can you provide a solution for this please

This is happening to us. And I just tested by asking one of our help desk managers to add me to her calendar as a delegate. As the person creating the meeting from her calendar, I can see it but she cannot. There is no “Private” flag or anything to limit visibility.

Any update on this? I’ve just encountered the same thing. Delegate sets up meeting on managers calendar. Delegate can see the meeting after creation on the managers calendar. Manager sees all the responses however, the meeting IS NOT on the managers calendar.

This scenario doesn’t allow attendees to respond to the meeting request.

I call in and ask the secretary for a meeting at 5 pm on Tuesday with her boss. She can book the meeting but her boss can’t decline or suggest other times.

How to auto remove meeting responses/acceptances in Outlook?

If you need to remove all meeting responses from a specified mail folder in Microsoft Outlook, how do you deal with it? Of course you can remove them one by one, but it hears quite onerous. Here I will introduce a tricky way to automatically remove all meeting responses with a rule in Microsoft Outlook.

  • Auto CC/BCC by rules when sending email; Auto Forward Multiple Emails by rules; Auto Reply without exchange server, and more automatic features.
  • BCC Warning – show message when you try to reply all if your mail address is in the BCC list; Remind When Missing Attachments , and more remind features.
  • Reply (All) With All Attachments in the mail conversation; Reply Many Emails at once; Auto Add Greeting when reply; Auto Add Date&Time into subject.
  • Attachment Tools : Auto Detach, Compress All, Rename All, Auto Save All. Quick Report , Count Selected Mails, Remove Duplicate Mails and Contacts.
  • More than 100 advanced features will solve most of your problems in Outlook 2010-2019 and 365. Full features 60-day free trial.

Here we will guide you to create a rule and then remove all meeting responses from a specified mail folder automatically in Microsoft Outlook. You can do it as following:

Step 1: Shift to the Mail view, and open the mail folder that you will remove all meeting responses automatically from.

Step 2: Click the Rules > Manage Rules & Alerts on the Home tab.

I’m organizing an open event and want to send a lot of people a notification of this event.

I’d like to send it out as an appointment so they can easily add it to their Calendar but I really don’t need to receive an Accept/Decline notification back with whether or not they will come.

How can I achieve this?

You can still send them a Meeting Request with all the information that you want to share about the event or meeting but disable the request for responses.

When you do that, the invitees will still see Accept/Tentative/Decline buttons but no dropdown option to send responses or to propose a new time.

Meeting Request without responds buttons.

Response Options

On the Meeting tab, in the Attendees section click the Responses button. Here disable the options “Requests Responses” and “Allow New Time Proposals”.

How to stop someone forwarding a meeting request in outlook
Disable “Request Responses” when composing a meeting request with the Simplified Ribbon enabled (Microsoft 365).

How to stop someone forwarding a meeting request in outlook
Disable “Request Responses” when composing a meeting request with the Classic Ribbon.

How to forward meeting as email without notifying meeting organizer in Outlook?

Generally speaking, it’s easy to forward a meeting invitation with clicking Meeting > Forward in Outlook. However, it will automatically send a notification to the meeting organizer by this way. Here, this article will introduce a way to forward a meeting as normal email, without notifying the meeting organizer in Outlook.

Forward meeting as email without notifying the meeting organizer in Outlook

Please follow below steps to forward a meeting invitation as a normal email without sending forward notification to the meeting organizer in Outlook.

1. In the Calendar view, select the meeting you will forward as email, drag and drop it to the Mail icon at the bottom of Navigation Pane. See screenshot:
How to stop someone forwarding a meeting request in outlook

2. Now the meeting invitation is copied to a new email as below screenshot shown. Please add recipients, compose the email, and send it.
How to stop someone forwarding a meeting request in outlook

So far, the selected meeting invitation has been forwarded as a normal email in Outlook.

Demo: Forward meeting as email without notifying the meeting organizer in Outlook

Tip: In this Video, Kutools tab is added by Kutools for Outlook . If you need it, please click here to have a 60-day free trial without limitation!