How to reply to a message with a meeting in Outlook?
There are times when we receive a message from, say, clients with something to talk about in a meeting. Normally, you may shift to Calendar to create a meeting, and copy some of the message content to the meeting body, and add those recipients of the message one by one to the created meeting. Here, I will introduce a way to quickly convert the message to a meeting and send that meeting to all the participants of the message directly.
Reply to a message with a meeting in Outlook
1. In your Inbox, click on the message that you want to convert to a meeting and send to the sender and other recipients.
2. On the "Home" tab, in the "Respond" group, click "Meeting." Or press "Ctrl" + "Alt" + "R."
3. A meeting window with the email subject pops up. You can see the information including the message subject, body, and recipients is filled in the corresponding area of the meeting. Now add the meeting time, location, or attachments as needed. You can also add or remove attendees. Once finished, click "Send."
Note: The meeting invites recipients who are on the To line in the original message as Required attendees, and recipients on the Cc line as Optional attendees.
Reply to a message with a meeting and custom template in Outlook
If you always need to add some information (boilerplate text) in the converted meeting body, you can make use of the "Quick Steps" feature of Outlook.
1. In the "Mail" view, on the "Home" tab, click "Create New" in the "Quick Steps" box.
2. Click "Choose an Action" to open the drop-down list of multiple actions. Then select "Reply With Meeting."
3. Click "Show Options" below the selected "Reply With Meeting" action to edit or type in your custom information:
- To: Add additional recipients here if needed. The action will automatically add To and Cc/Bcc recipients of the original message as attendees.
- Subject: "<subject>" will be replaced with the original subject of the message. You can customize it, such as "Meeting about <subject>".
- Location: Add the location if needed.
- Importance: Set the meeting importance level.
- Text: Type your boilerplate text. Note: You don't need to type your signature if you have already created one.
4. The name and icon of the action will update automatically. You can change them if desired. Also, you can set a shortcut key (e.g., CTRL + SHIFT + 9). Click "Finish."
5. In your Inbox, click on the message you want to convert to a meeting, then click on the newly created action.
6. A meeting window will pop up with your custom information filled in. Add the meeting time, location, or attachments as needed. Once finished, click "Send."
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