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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.

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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.

Note: If you are using Outlook 2007, please click the Tools > Rules & Alerts.

Step 3: In the Rules and Alerts dialog box, please click the New Rule button on the E-mail Rules tab.

Step 4: In the new Rules Wizard dialog box, click to highlight the Apply rule on messages I receive (or Check messages when they arrive in Outlook 2007), and then click the Next button. See screen shot below:

Step 5: In the second Rules Wizard dialog box, please check the option of use the form name form, and then click the text of form name. See screen shot:

Step 6: In the popping up Choose forms dialog box, see screen shot below:

(1) Click the Personal Forms box, and select the Application Forms from the drop down list;

(2) Click to highlight the form name of Accept Meeting Response in the form name list;

(3) Click the Add button.

(4) Repeat the above (2) and (3) operations to add the form of Decline Meeting Response and the form of Tentative Meeting Response into the Selected Forms box.

(5) Click the Close button to exit this dialog box.

Note: If you need to only remove one kind of meeting responses, such as the meeting acceptance, please add only the Accept Meeting Response into the Selected Forms.

Step 7: After clicking the Next button in the second Rules Wizard dialog box, you will get into the third one. Please check the option of delete it and then click the Next button in the third dialog box.

Note: Apart from deleting these meeting responses, you can move meeting responses to a specified folder. If so, please check the option of move it to the specified folder, and then specify a folder with clicking the text of specified in the Step 7.

Step 8: Click the Next button in the fourth Rules Wizard dialog box, and then in the last Rules Wizard dialog box you need to:

(1) Enter a name for this rule in the Step 1: Specify a name for this rule box;

(2) Check the option of Rule this rule now on messages already in “your folder name;

(3) Click the Finish button.

Step 9: Click the OK button to close the Rules and Alerts dialog box.

After running this custom rule in the opened mail folder, all meeting responses including accepted meeting responses, declined meeting responses, and tentative meeting responses are deleted in a minute.


arrow blue right bubbleRelated Articles:

How to hide meeting requests and responses in Outlook?

How to filter meeting invites/updates/responses from emails in Outlook?


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Comments (23)
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This comment was minimized by the moderator on the site
This is exactly what I need, but I don't know how to follow these steps using Outlook on a MAC. For example, there is no option to "Apply this rule after the message arrives." Might you be able to advise for a MAC?
This comment was minimized by the moderator on the site
This is good tips. Thank you so much!
This comment was minimized by the moderator on the site
I followed these instructions and it isn't working :(
This comment was minimized by the moderator on the site
Hi Tina, It didn't work initially for me either. That was because Outlook didn't immediately run the rule. Go back into Rules and Alerts, click Run Rules Now... select the rule and hit Run Now.
This comment was minimized by the moderator on the site
THANK YOU FOR POSTING THIS! I've been trying to figure out how to do just this set up for months! I kept trying different settings in the Rules wizard and nothing worked until I used the "Use FORM NAME form" setting. At first it didn't work because I had other old settings on the rule in place, but once I cleaned it up to only "Use the ACCEPT MEETING RESPONSE form," it works perfectly! I actually have all my meeting acceptances filtering to a folder so I can review them if needed and then easily clear out.
This comment was minimized by the moderator on the site
Thank you very much this has cleared up a problem I was having with not being able to delete meeting acceptances etc. that were coming from different time zone and were not matching the original meeting they were sent from, very useful and mind clearing. cheers.
This comment was minimized by the moderator on the site
Is there a way to create a rule for specific invite responses? I sent out multiple invites but only want to filter responses for one particular meeting. Is that possible?
This comment was minimized by the moderator on the site
this is wonderful...de-clutters my inbox. I have been trying to set up a rule for this since some time now, but was not using the uses the form name form template. thanks.
This comment was minimized by the moderator on the site
Thank you. My previous rule was stating that the item was moved when it was an "invite", but that did not work correctly. This one works better and great you have an option to also specify a decline or accept. I use it for moving the notifications, but then you can also use it to delete a notification.
This comment was minimized by the moderator on the site
Great thanks, hope this will make my inbox more manageable.
This comment was minimized by the moderator on the site
any powershell version of this?
This comment was minimized by the moderator on the site
You guys always save the day!!
This comment was minimized by the moderator on the site
Thanks for the outlook tip on automatically removing the meeting acceptance emails. Very useful
This comment was minimized by the moderator on the site
This didn't work for me because "delete it" is not in the action list.
This comment was minimized by the moderator on the site
Thanks for posting this! It's going to make mailbox management easier.
This comment was minimized by the moderator on the site
Thank you! Yours was the only article I found that gave me exactly the info I needed to stop receiving calendar invite responses! Really appreciate it.
This comment was minimized by the moderator on the site
Is there a way to set up a similar rule that will allow for messages that are Accepted/Tentative/Declined with comments to go to a specific location, such as the Inbox?
This comment was minimized by the moderator on the site
I've been using this rule with just the accepted meeting, and it works great. Today, I realized that it was also deleting responses to an email with voting buttons. I'm not sure why an email reply with Voting would be considered a meeting acceptance. Is there any way to fix that?
This comment was minimized by the moderator on the site
What should I do when using a mac?
This comment was minimized by the moderator on the site
What should I do when using a mac?


Cry.

I know because I also am a Mac Office user.
This comment was minimized by the moderator on the site
This was so awesome and super helpful! I followed all the steps and upon completion, all meeting responses in my inbox were moved to my deleted folder. Thank you so  much for posting this!!
This comment was minimized by the moderator on the site
Great tip. Exactly what I was searching for :-)
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