3 Methods to Copy the Attendees from One Outlook Meeting to Another

Have you ever hoped to copy the attendees from one Outlook meeting to another? If you want to copy all the attendees, it is quite easy. But if you simply wish to copy the attendees who have accepted or declined or not responded, it will be complex. This article will teach you 3 methods.

At times, for some reasons, you may be required to send a new meeting invitation to the same attendees in another meeting. In this case, how can you quickly copy the attendees from one to another? Actually the approach depends on what kind of attendees you would like to copy. Are all the attendees or simply the attendees who have made the specific responses? Here are the 3 tricks for you.

Method 1: Right Click to Copy

To copy all the attendees regardless of the responses, the method 1 is the most convenient.

1. Firstly, go to your calendar and double click the source meeting.
2. Then in the open meeting window, you can click into the “To” field and press “Ctrl + A” to select all the recipients.
3. Next right click and choose “Copy” from the context menu.
4. Lastly open a new meeting request and paste the copied attendees.

But if you want to copy the attendees who have made specific responses, such as accepting, declining, or haven’t responded, the Method 1 will be helpless. You can use the following methods.

Method 2: Copy Status to Clipboard

1. At first, open the source meeting.
2. Then click on the “Tracking” button and choose “Copy Status to Clipboard”.
3. Next open a new Excel worksheet, click into Cell A1 and press “Ctrl + V”. You will see that all the attendees as well as their responses have been pasted.
4. Now turn to “Data” tab and click on “Filter” button.
5. Now click the down arrow next to “Response” text, and set the filter and then hit “OK”. Here we take “Accepted” as an example.
6. After filtering, only accepted attendees are left. You can copy the attendees.
7. Finally back to Outlook to paste the attendees into a new meeting request.

Method 3: Copy with Outlook VBA

1. In the first place, press “Alt + F11” in Outlook to access VBA editor.
2. In the new window, open a new module and copy the following codes into it.

Sub CopySpecificAttendees()
    Dim olSel As Selection
    Dim olItem As AppointmentItem
    Dim olAttendees As Recipients
    Dim obj As Object
    Dim strAddrs As String
    Dim DataObj As MSForms.DataObject
 
    Set DataObj = New MSForms.DataObject
    Set olSel = Outlook.Application.ActiveExplorer.Selection
    Set olItem = olSel.Item(1)
    Set olAttendees = olItem.Recipients
 
    For Each obj In olAttendees
        'To copy the attendees who have accepted the meeting request
        If obj.MeetingResponseStatus = olResponseAccepted Then
        'To copy who declined - "If olAttendee.MeetingResponseStatus = olResponseDeclined Then"
        'To copy who haven't respond - "If olAttendee.MeetingResponseStatus = olResponseNone" Then
           strAddrs = strAddrs & ";" & obj.Address
           DataObj.SetText strAddrs
           DataObj.PutInClipboard
        End If
    Next
End Sub

3. Then go back to main Outlook window and then add the new macro to Quick Access Toolbar.
4. Subsequently, you can go to your calendar and select the source meeting.
5. And then click on the macro button in Quick Access Toolbar.
6. After that, open a new meeting invitation and click in “To” field.
7. Eventually press “Ctrl + V” key buttons. The specific attendees will be pasted into the “To” field at once.

Comparison of the 3 Methods

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Author Introduction:

Shirley Zhang is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including repair corrupt SQL Server mdf file and outlook repair software products. For more information visit www.datanumen.com