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How to show a declined meeting in Outlook’s calendar?

Author: Zhoumandy Last Modified: 2022-09-09

After you decline a meeting, the declined meeting will disappear from your calendar and go to the Deleted Items folder by default. But sometimes, you still want to display this meeting in your calendar so that you can check it in the future. Is there a way to achieve this? The answer is Yes. In this tutorial, we will introduce a quick way to show a declined meeting in Outlook’s calendar.

Note: Here takes Microsoft Outlook 365 as an instance, the steps and descriptions may have some differences in other Outlook versions.


Show a declined meeting in Outlook’s calendar

1. Enable Outlook. In Mail view, go to the Deleted Items folder to find the declined meeting. You can see that it says the meeting can’t be found in the calendar. It may have been moved or deleted.

2. Click the Tentative button, then click the Do not Send a Response option.

3. Then the email hint changes to that the meeting is tentatively accepted.

4. Switch to the Calendar view. You will find the disappeared meeting now is displayed in the calendar.

5. Double-click the meeting to open it. Add text “Declined: ” in the subject line. Then under the Meeting tab, again click the Tentative button, and click the Do Not Send a Response option.

6. Now you see the declined meeting is clearly marked, and you will instantly see the declined meeting without mistake while browsing through the calendar.

Note: Even though you change the response status from Declined to Tentative, as long as you choose the Do Not Send a Response option, the meeting will still be declined from the view of the meeting organizer.
And in the email Inbox of the organizer, you can also see that the meeting is still declined.


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