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 * Microsoft Office


HOW TO STOP SOMEONE FORWARDING A MEETING REQUEST IN OUTLOOK

By Rob Woodgate
Published Sep 20, 2018


If you've ever had a problem with potential meeting attendees forwarding
requests to others, we have good news.


Readers like you help support How-To Geek. When you make a purchase using links
on our site, we may earn an affiliate commission. Read More.


QUICK LINKS

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

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

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).



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.




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.




THE BEST TECH NEWSLETTER AROUND








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Related Topics
 * Microsoft Office
 * Microsoft Outlook
 * office
 * Office 2016

About The Author
Rob Woodgate (221 Articles Published)


Rob Woodgate is a writer, trainer, and IT consultant who currently lives in the
UK. When he's not writing O365 articles for How-To Geek he spends his time
advising companies on knowledge management, speaking at the occasional
conference, and playing Assassin's Creed. Rob's likes include the Xbox, Ludwig
Wittgenstein, peanut butter, and Windows. His dislikes include Macs, rudeness,
leafy green vegetables, Facebook, and anyone who says "bro", "brah", or variants
thereof. Rob has a beard but little hair, meaning he fits in very well in groups
of other middle-aged men who work with computers.


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