How to copy list of attendees from one meeting to another in Outlook?

Author Kelly Last modified 2025-04-10

When organizing meetings in Outlook, you may often need to invite the same attendees to a new meeting. Instead of manually adding each participant, Outlook allows you to easily copy attendees from an existing meeting. Whether you need to include all attendees or only those who have accepted, this guide will walk you through the process, making meeting invitations more efficient and hassle-free.

Copy All Attendees from One Meeting to Another
– Useful when you want to include everyone from a previous meeting

Copy Only Accepted Attendees from One Meeting to Another
– Ideal for ensuring that only those who confirmed their attendance are invited

Copy All Attendees from One Meeting to Another

If you want to invite all attendees (regardless of their response status) to a new meeting, follow these steps:

1. Open Outlook and switch to the "Calendar" view. Locate the meeting that contains the attendees you want to copy and double-click to open it.

2. In the "To" field, select all attendees. Then right-click on the selected attendees and choose "Copy" from the menu.
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⚡ Tip: After copying, you can close this meeting if you no longer need it.

3. Open the new meeting or an existing one where you want to paste the attendees. Then click inside the "To" field and press "Ctrl" + "V" to paste the copied attendees.

4. Complete the meeting details (such as date, time, and agenda) and click "Send".

📌 Result: All attendees from the previous meeting are now invited to the new one. This method copies everyone, including those who have not yet responded.

🖨️ Easily Print a List of Meeting Attendees & Responses!

Tired of manually tracking attendee responses in Outlook? With the "Print Meetings" function of the "Advanced Print" utility in "Kutools for Outlook", you can print a detailed list of attendees and responses in just a few clicks. No more guesswork—get accurate records instantly!

💡 Quick Tip: Shift to the "Calendar" view, select the meeting, and click "Kutools Plus" > "Advanced Print", then check the "Tracking list" box.

Print a List of Meeting Attendees and Responses

🔥 Try "Kutools for Outlook" – FREE!

Copy Only Accepted Attendees from One Meeting to Another

Sometimes, you may want to exclude attendees who declined or haven't responded. You can filter and copy only accepted attendees using Outlook’s "Tracking" feature and Excel.

1. Open Outlook and go to the "Calendar" view. Locate the meeting and double-click to open it.

2. Click "Tracking" > "Copy Status to Clipboard" to copy the attendee list.
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⚡ Tip: After copying, you can close the meeting window if needed.

3. Open Microsoft Excel, click on "Cell A1", and press "Ctrl" + "V" to paste the list of attendees.

4. Click on any cell in the data and go to "Data" > "Filter" to enable filtering.
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5. Click the dropdown arrow in the "Response" column, check "Accepted", and click OK.
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6. Select only the filtered attendees in the "Name" column and press "Ctrl" + "C" to copy them.

7. Open the existing meeting or create a new meeting in Outlook, click inside the "To" field, and press "Ctrl" + "V" to paste the accepted attendees.

8. Finalize the meeting details and click "Send".

📌 Result: Only attendees who accepted the previous meeting will be invited to the new one, reducing unnecessary invites.

Which Method Should You Use?

Below is a comparison of the two methods to help you choose the best approach for copying meeting attendees in Outlook:

Method	Best For	Ease of Use	Efficiency
Copy All Attendees	Inviting the entire attendee list to a new meeting	⭐⭐⭐⭐⭐	⭐⭐⭐⭐
Copy Only Accepted Attendees	Inviting only those who accepted the previous meeting	⭐⭐⭐⭐	⭐⭐⭐⭐⭐

If you want to replicate the full attendee list, the first method is the quickest. However, if you need to invite only confirmed attendees, the second method ensures a more targeted approach.

Print meeting attendees list in Outlook

Send an email to all meeting attendees in Outlook

Cancel meeting for one/certain attendees in Outlook