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How to automatically decline meeting invites from specific people in Outlook? 

In Outlook, we can create a rule to decline some meeting invites from specific people automatically, but, how to deal with it? This article will introduce a method in details.

Decline meeting invites from specific people automatically in Outlook


Decline meeting invites from specific people automatically in Outlook

Please do with the following steps to finish this job:

1. First, you should create a message template for the decline meeting invites. In the Message window, type the message you want to send for declining the meeting invites. See screenshot:

2. Then save the message as template format, please click File > Save As, in the Save As window, enter a name for the message into the File name text box, and then choose Outlook Template(*.oft) from the Save as type drop down list, see screenshot:

Note: When you select Outlook Template(*.oft), a default user template folder will be opened.

3. Then click Save button to save the message template, and close the message window.

4. And then, you can create a rule. Please click Rules > Manage Rules & Alerts under the Home tab, see screenshot:

5. In the Rules and Alerts dialog box, click New Rule from the E-mail Rules tab, see screenshot:

6. In the popped out Rules Wizard, click Apply rule on message I receive option under the Start from a blank rule section, see screenshot:

7. Then click Next button, and in the popped out dialog box, check from people or public group in the Step1: Select condition(s) list box, and then click the text link people or public group to open the Rule Address dialog box, and select the people which you want to decline the meeting from, see screenshot:

8. Click OK button, still in this dialog box, please scroll to check which is a meeting invitation or update option from the Step1: Select condition(s) list box, see screenshot:

9. Go on clicking Next button, in the following dialog box:

(1.) Check reply using a specific template option in Step1: Select action(s) list box;

(2.) And then click the text link a specific template to open the Select a Reply Template dialog box;

(3.) In the Select a Reply Template dialog box, choose User Templates in Files System from the Look In drop down;

(4.) Then select the message name you have created just now;

(5.) Click Open button.

10. Go back to the original dialog box, go on checking delete it option in the Step1: Select action(s) list box, see screenshot:

11. The click Next > Next to go the last step dialog. In the Finish rule setup section, specify a name for this rule, and check Turn on this rule option from the Step2: Setup rule options, see screenshot:

12. Click Finish button to finish this rule, then click OK to close the dialog box.

13. From now on, when receiving the meeting from this specific people, a decline email will be sent to him automatically, and the meeting message will be deleted as well.


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  • To post as a guest, your comment is unpublished.
    Spike.Hodge · 3 months ago
    I'm also looking for is a way to stop the meeting from blocking up my calendar, not just sending an email to say I won't attend. Is there no way to do that?
  • To post as a guest, your comment is unpublished.
    Holly · 6 months ago
    What I'm looking for is a way to stop the meeting from blocking up my calendar, not just sending an email to say I won't attend. Is there no way to do that?
  • To post as a guest, your comment is unpublished.
    Rob Barker · 8 months ago
    This seems to just send a email telling the person that you are declining, but it still appears in your calendar as a tentative meeting (as default) until you press the decline button. Is there a way to actually decline the meeting request as if you were pressing the 'decline' button so it doesn't then appear in you calendar?