Automatically forward a copy of meeting invitations – Outlook 2007

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I received a request to have someone “CC’d” on all meeting invitations sent to a conference room in Outlook.  To accomplish this, I simply created a mail profile in Outlook as the calendar (can also be done through OWA) and created a Rule to forward all meeting invitations and updates to the requested recipient.

To create the rule in Outlook:

  1. Click Tools –> Rules and Alerts –> New Rule
  2. Choose “Check Messages When They Arrive”
  3. Check the box “which is a meeting invitation or update”
  4. Click Next
  5. Select either “forward it to people or distribution list” or “forward it to people or distribution list as an attachment” (see below)

Now, you have two options here.  One being to forward a copy of the meeting invitation.  The other being to forward a copy of the meeting invitation as an attachment.  Either option works, but when you choose to only forward a copy of the meeting invitation (not as an attachment), Exchange will notify the meeting Organizer that the meeting notice has been forwarded, and to whom it was forwarded.  So if you don’t want Organizers to know that their meetings are being forwarded, opt for the forward it to people or distribution list as an attachment route.

6. Click “people or distribution list” and define the person to receive the forwarded meeting invitation.

7. Next –> Finish

 

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Matt Duff

Social media junkie, blogger, and E-Nerd. I love Grand Rapids, running, my motorcycle, good beer, and music. Follow me at:

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5 Responses to “Automatically forward a copy of meeting invitations – Outlook 2007”

  1. Pam

    From your June 18, 2010 Post – Thanks for your post. I think someone before me set up a rule to automatically copy two individuals when Outlook appointments are set up but they should no longer receive the appointments so I am trying to find out how to disable this rule. I tried to find existing rules but couldn’t find any without knowing how they were saved. Can you help me?

  3. Ijaz

    They way you described was working fine but since yesterday it is not working. What happening is now this meeting invitation is forwarding as an attachement rather than a meeting invite itself. Please let me know why it is behaving like that. Did i need to change some setting outlook site as this is not now anymore meeting invitation but just an email

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