How to Send a Calendar Invite in Outlook

Key Points

• Learn how to send and manage calendar invites in Microsoft Outlook for desktop, web, and mobile versions.
• Understand the process to cancel or recall a calendar invite, with limitations on recalling.
• Follow best practices for effective use, including checking availability and following up with attendees.

What is a Calendar Invite in Outlook?

A calendar invite in Microsoft Outlook is a digital invitation sent to participants for meetings, events, or scheduled activities. It helps coordinate schedules by allowing invitees to accept, decline, or propose new times, ensuring everyone is informed and organized.

How to Send a Calendar Invite

Sending a calendar invite is straightforward across different versions of Outlook. Here's how:

Desktop Version (Windows and Mac)

1. Open Outlook and go to the Calendar tab.
2. Click on "New Meeting" or "New Event."
3. Enter the event title, date, time, and location.
4. Add attendees by entering their email addresses in the "To" field.
5. Optionally, use the Scheduling Assistant to check availability (for Exchange or Microsoft 365 accounts).
6. Add details like agenda or attachments, then click "Send" to send the invite.

Web Version (Outlook on the web)

1. Sign in to Outlook on the web and go to the Calendar section.
2. Click on "New Event."
3. Enter the event title, start and end times, and location.
4. Click "Invite attendees" and enter email addresses.
5. Add any additional information, then click "Save & Close" to send.

Mobile Version (iOS and Android)

1. Open the Outlook app on your mobile device and tap the Calendar tab.
2. Tap the "+" icon to create a new event.
3. Enter the event title, date, time, and location.
4. Tap "Invite attendees" and enter email addresses or select contacts.
5. Add details as needed, then tap "Save" to send.

How to Cancel or Recall a Calendar Invite

If you need to cancel, follow these steps:

1. Open the event in your calendar.
2. Click "Cancel Meeting" or "Delete Event."
3. Confirm the cancellation, which sends a notice to all invitees.

Recalling (like an email) is less effective for calendar invites:

• Go to Sent Items, open the invite, and select "Actions > Recall This Message."
• Choose to delete unread copies or replace with a new message.
• Note: This may not remove the event from recipients' calendars if they've already accepted it, as calendar invites are handled differently from regular emails.

Tips for Effective Use of Calendar Invites

• Be Clear and Concise: Provide all necessary details in the invite to avoid confusion
• Check Availability: Use the Scheduling Assistant to find a time that works for most attendees
• Follow Up: Send a reminder or follow up with attendees who haven't responded
• Update as Needed: If details change, update the invite and resend to keep everyone informed

Here's a quick reference table for sending calendar invites:

Additional Resources

• Schedule a meeting or event in Outlook
• How to Send a Calendar Invite From Microsoft Outlook
• Recalling Outlook Messages – Is It Too Late Once You've Hit "Send"?
• How to Send a Calendar Invite in Outlook Step by Step
• How to Send a Calendar Invite in Outlook + How to Follow Up

‍