How to add and remove meeting (required/optional/resource) attendees in Outlook
It is easy to add attendees when you are creating a new meeting. Occasionally, you may need to update an existing meeting and add more attendees. Either in a new meeting request or updating an existing meeting, this article will provide you guidance to add and remove required, optional, or resource meeting attendees with ease.
- Add meeting (required/optional/resource) attendees in Appointment page
- Add meeting (required/optional/resource) attendees in Scheduling page
- Delete meeting (required/optional/resource) attendees
Add meeting (required/optional/resource) attendees in Appointment page
Normally we create and edit meetings in the familiar Appointment page. It is easy to add the required, optional, and resource attendees in the appointment page.
Step 1: Open the meeting window by one of the following operations:
- Click "Home" > "New item" > "Meeting" to create a new meeting in Outlook 2010/2013;
- Click "File" > "New" > "Meeting Request" to create a new meeting in Outlook 2007;
- Double click an existing meeting in the calendar to edit it.
Step 2: Enter the email addresses of meeting attendees in the "To…" box.
Sometimes you may not remember all attendees' email addresses and enter them correctly in the "To" box. For entering more kinds of attendees, proceed with the following steps.
Step 3: Click the "Address Book" button in the "Attendees" group under the "Meeting" tab.
Step 4: In the Select Attendees and Resources: Contacts dialog box:
- Add Required Attendees: Select and highlight the email addresses you will add in the Address Book, and click the "Required ->" button;
- Add Optional Attendees: Select and highlight the email addresses in the Address Book, and click the "Optional ->" button;
- Add Resources Attendees: Select and highlight the email addresses in the Address Book, and click the "Resources ->" button.
Note: You can select multiple discontinuous email addresses by holding the "Ctrl" key and clicking one by one; or multiple continuous email addresses by holding the "Shift" key and clicking the first and last one.
Step 5: Click the "OK" button in the Select Attendees and Resources: Contacts dialog box.
Step 6: Click "Send" if you are creating a new meeting, or "Send Update" if you are editing an existing meeting.
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Add meeting (required/optional/resource) attendees in Scheduling page
In the scheduling page, it is clear to view time arranged in detail in your calendar, and you can pick up the best time for meetings. Adding attendees here is slightly different.
Step 1: Open the Meeting window:
- Create new meeting in Outlook 2010/2013: click "Home" > "New Item" > "Meeting";
- Create new meeting in Outlook 2007: click "File" > "New" > "Meeting Request";
- Open existing meeting: double click the meeting in calendar view.
Step 2: Click the "Scheduling" button in the "Show" group under the "Meeting" tab.
Step 3: Click "Add Others" > "Add from Address Book".
Step 4: Now you enter the Select Attendees and Resources: Contacts dialog box; do the same as described in Step 4 in the Appointment page.
Step 5: Click "Send" or "Send Update".
Delete meeting (required/optional/resource) attendees
You can delete all or specific meeting attendees by following these steps:
Step 1: In the Meeting window, click the "Address Book" button in the "Attendees" group under the "Meeting" tab.
Step 2: Select the specific or all email addresses in the "Required ->" box, "Optional ->" box, or "Resource ->" box, and delete them.
Step 3: Click "OK".
Step 4: Click "Send" or "Send Update" in the Meeting window.
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