How to send email to all accepted meeting attendees in Outlook?

Author: Kelly Last Modified: 2025-04-08

For some reason, you need to send email to all accepted meeting attendees in Outlook. In this article, I will show you how to send an email to all accepted meeting attendees of a specified meeting in Microsoft Outlook.

Send email to all accepted attendees with Message to Attendees function

Send email to all accepted attendees in Outlook with Excel’s Filter function

Send email to all accepted attendees with Message to Attendees function

For sending email to all accepted meeting attendees in Microsoft Outlook, please do as follows.

1. Shift to the Calendar view, and open the specified meeting that you will send an email to all accepted attendees.

2. In the "Meeting" window, please click "Tracking" > "View Tracking Status" on the "Meeting" tab. See screenshot:

the screenshot of step about sending email to all accepted attendees with Message to Attendees function 1

Note: If you are using Outlook 2007, you can click "Tracking" button on the "Meeting" tab.

3. In the coming responses status list, check the boxes before all the Accepted attendees' names, then uncheck all the boxes before the other attendees.

the screenshot of step about sending email to all accepted attendees with Message to Attendees function 2

Note: The check box for the "Meeting Organizer" won’t be cleared.

4. Go ahead and click "Contact Attendees" > "New E-mail to Attendees" on the "Meeting" tab.

Note: In Outlook 2007, you can click "Message to Attendees" > "New Message to Attendees" on the "Meeting" tab.

Then a new message is created with the meeting accepted attendees (except for the meeting organizer) added in the "To" field. Please compose the email and send it.

Send email to all accepted attendees with Excel’s Filter function

If there are a number of attendees' responses you have got, it will be quite onerous to check each accepted attendee one by one. Therefore, the other method will copy all attendees’ Response status from Microsoft Outlook 2010 and 2013, and filter accepted attendees in Microsoft Excel, at last copy and paste all accepted attendees into a new email message. The following are detailed steps:

1. Shift to the Calendar view, and open the specified meeting that you will send email to its accepted attendees.

2. In the opened "Meeting" window, click the "Tracking" > "Copy Status to Clipboard" on the "Meeting" tab. See screenshot:

the screenshot of step about sending email to all accepted attendees in Outlook with Excel’s Filter function 1

3. Create a new workbook, select a cell (for example the Cell A1), and then paste the tracking status to the selected cell by pressing "Ctrl" + "V" at the same time.

the screenshot of step about sending email to all accepted attendees in Outlook with Excel’s Filter function 2

4. Select the "Response" column, and then click the "Filter" button on the "Data" tab.

the screenshot of step about sending email to all accepted attendees in Outlook with Excel’s Filter function 3

5. Now click the filter icon at the header of "Response" column, next only check the "Accepted" option and click "OK" from the drop-down list. See screenshot: