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How to send meeting requests on behalf of other in Outlook?

You may be familiar with sending an email message on behalf of other senders in Microsoft Outlook. But how to send a meeting request on behalf of others (see screen shot below)? Actually, if other Exchange users have permitted you to open and edit their calendars, you can send meeting requests on behalf of them in Microsoft Outlook easily.

Note: This process requires other Exchange users delegate access permission for you to edit their calendar folders. Click to know How to delegate access permissions for other Exchange users in Outlook?

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To send a meeting request on behalf of other Exchange users in Microsoft Outlook, you need to open the Calendar folder of other Exchange users who delegate access permission for you.

Step 1: Click the File > Open & Export (or Open)> Other User’s Folder in Outlook 2010 and 2013.

Note: In Outlook 2007, you can click the File > Open > Other User’s Folder.

Step 2: In the Popping up Open Other User’s Folder dialog box, click the Folder type box and select the Calendar from the drop down list, and then click the Name button.

Step 3: In the Select Name dialog box, find out and click to highlight the Exchange user who delegates access permission for you, and then click both OK button to close two dialog boxes.

Step 4: Create a new meeting invitation in the Calendar you have just opened,

  1. In Outlook 2010 and 2013, click the New Meeting button on the Home tab;
  2. In Outlook 2007, Click the File > New > Meeting Request.

Note: In Outlook 2007, you need to shift to the Calendar view, and then open and select the delegated calendar folder under the People’s Calendars in the Navigation Pane, before creating a new meeting request.

Step 5: Compose the meeting request and click the Send button.

When meeting attendees receive and view this meeting request in their Outlook, they will see the text of “xxx on behalf of xxx” below the meeting subject. See screen shot below:


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