University Computer Help Desk

Proposing a new time for a meeting in Outlook 2003/2007

When you receive a meeting request in Outlook 2003 or Outlook 2007, you have the option of proposing a new time.

When you are Invited to a meeting, you can propose a new time to meet if the initial time isn't desirable. If you are the meeting coordinator, you may receive new time proposals from the people you invited.

Propose a New Meeting Time

Rather than click Accept or Decline a meeting request, you can click Propose New Time. This allows you to suggest a new date and time for the meeting. You can only propose a new time when using Outlook.

To propose a new time for a meeting using Outlook 2003 or Outlook 2007, do the following:

  1. Open Outlook 2003 or Outlook 2007.
  2. Click Mail on the left side of the window, or click Go > Mail.
  3. Open the meeting request email in your Exchange Inbox.
  4. Click Propose New Time. The Propose New Time window appears.
  5. Click AutoPick Next to automatically find the next available time when you and the other attendees are free, based on your individual Exchange calendars. Or, manually select new start and end times.
  6. When you are done, click Propose Time. A meeting response email is automatically opened for you.
  7. You may type a message to the meeting coordinator.
  8. When you are done, click Send.

The meeting remains on your calendar on the same date and time, and it's status remains Tentative. When the meeting coordinator receives your meeting response email, he or she should determine if the newly proposed time is acceptable.

Accept a Proposed Meeting Time

If you are the meeting coordinator, you may receive proposals from your invited attendees to change the date and time of your meeting. Any such responses will be received as emails that say, "New Time Proposed."

To accept a proposed time for your meeting, do the following:

  1. Open Outlook 2003 or Outlook 2007.
  2. Click Mail on the left side of the window, or click Go > Mail.
  3. Double-click the meeting response email with the subject, "New Time Proposed," to open it. (Viewing the email in the preview pane is insufficient; you must open the meeting response email in a new window.)
  4. Click Accept Proposal.
  5. The meeting window opens. You can make changes to the meeting notes in the large, white box at the bottom of the window.
  6. When you are done, click Send Update to notify all attendees of the new meeting time.

Respond to an Updated Meeting

When a meeting's time changes, all attendees will receive a new meeting request email with a subject of "Updated." Attendees should respond to this new meeting request to indicate whether or not they can attend. The process for responding to an updated meeting request is the same as responding to an initial meeting request.

Article Information

  • Article ID: 1252
  • Last Review: Feb 2, 2009
  • Type: Instructions

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