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

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

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arrow blue right bubbleSend 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.

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

Step 2. In the Meeting window, please click Tracking > View Tracking Status on the Meeting tab. See screens hot:

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

Step 3: In the coming responses status list, check the boxes before all the Accepted attendees’ name, then uncheck all the boxes before the other attendees.

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

Step 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.


arrow blue right bubbleSend 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 attendees 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:

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

Step 2: In the opened Meeting window, click the Tracking > Copy Status to Clipboard on the Meeting tab. See screen shot below:

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

Step 4: Select the Response Column, and then click the Filter button on the Data tab.

doc-send-email-all-accpeted-attendees-9

Step 5: Now click the  at the header of Response Column, next only check the Accepted option and click OK from the drop down list. See screen shot below:

Step 6: Copy the Name column after filtering.

Step 7: Create a new email in Outlook, and then paste the names into the To box. See screen shot:

Step 7: Compose the new email message, and click the Send button.

Note: This method does not work in Outlook 2007 as a result of no Tracking > Copy Status to Clipboard in Outlook 2007.


arrow blue right bubbleRelated Article

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


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  • To post as a guest, your comment is unpublished.
    Smithd135 · 2 years ago
    Hey very nice blog!! Man .. Beautiful .. Amazing .. I'll bookmark your website and take the feeds alsoI am happy to find a lot of useful info here in the post, we need work out more techniques in this regard, thanks for sharing. . . . . . dbdeggafaeebgkck
  • To post as a guest, your comment is unpublished.
    Maria · 4 years ago
    Very helpful information for the current versions of Outlook. While #Chris has valid points, these comments need to be directed to Microsoft and not to ExtendOffice.com. Thanks again.
  • To post as a guest, your comment is unpublished.
    Chris · 4 years ago
    This is a really stupid way of achieving this result.. you're forcing your users to go through a number of hoops that should really be something pretty simple and intuitive.

    How I think it SHOULD work is:
    1) Open up the meeting in Outlook
    2) At the bottom where the list of attendees is, right click on a tab (for example "ACCEPTED", or "TENTATIVE", or "NOT RESPONDED")
    3) From context menu select "Send Email to group"
    4) New email opens with group of individuals already populating the To field.
    • To post as a guest, your comment is unpublished.
      Matthew · 3 years ago
      Chris you're exactly right, however this site is not able to do what you are asking - this is a third party website that is not affiliated with Microsoft nor Outlook. They are only able to work with the tools they are given.