How to Send Outlook Meeting Updates Only to Those Who Accepted the Invitation

By default, Outlook will always send meeting updates to all attendees, regardless of their responses. However, most of time, what you want is to send updates simply to those who accepted this meeting invitation. So this article will help you realize it.

After making any modifications on a meeting, when you intend to save it, Outlook will ask you to send meeting updates to all the attendees, no matter whether they have accepted or declined this meeting invitation. Nevertheless, often, you may wish to send meeting updates to those who accepted this invitation. Therefore, in the followings, we will guide you how to rapidly achieve it.

Send Meeting Updates Only to Those Who Accepted the Invitation

1. To begin with, start your Outlook application.
2. Then in the Outlook main screen, you ought to press “Alt + F11” keys.
3. Next you will access the Outlook VBA editor, in which you need to locate and open the “ThisOutlookSession” project.
4. After that, copy the following VBA code into this project window.

Private Sub Application_ItemSend(ByVal Item As Object, Cancel As Boolean)
    Dim objMeeting As Outlook.MeetingItem
    Dim objRecipients As Outlook.Recipients
    Dim objRecipient As Outlook.recipient
    Dim strMsg As String
    Dim nPrompt As Integer
 
    If TypeOf Item Is MeetingItem Then
       Set objMeeting = Item
       Set objRecipients = objMeeting.Recipients
 
       'Ask if you want to send updates only to who accepted the invitation
       strMsg = "Is this an updated meeting? Do you want to only send to those who accepted this meeting invitation?"
       nPrompt = MsgBox(strMsg, vbQuestion + vbYesNo, "Send Meeting Update")
 
       'If you select yes,
       If nPrompt = vbYes Then
          'Remove all the attendees who haven’t accepted this meeting
          For Each objRecipient In objRecipients
              If objRecipient.MeetingResponseStatus <> olResponseAccepted And objRecipient.Type <> olResource Then
                 objRecipient.Delete
              End If
          Next
       End If
    End If
End Sub

5. Later you should sign this VBA project.
6. Subsequently, you can modify Outlook macro settings to permit the signed macros.
7. From now on, every time when you send a meeting invitation, you will get a message like the following screenshot:
8. When you select “Yes”, Outlook will automatically remove those who haven’t accepted this meeting and then send out the meeting updates.

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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 recover mdf and outlook repair software products. For more information visit www.datanumen.com