How to disable the option that requests responses for meetings

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Article ID: 174716 - View products that this article applies to.
This article was previously published under Q174716
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Summary

Meeting Attendees automatically send a meeting request acknowledgment to the Meeting Organizer when accepting a meeting. The Request Responses option can only be turned off by the meeting organizer. This article describes methods to turn this option off.

More information

There are two methods to turn off the Request Response option. One is to turn it off manually for every meeting request. The other is to create a new appointment form and turn the option off programmatically. This will allow you set the new appointment form as your default.

NOTE: Microsoft provides examples of Visual Basic Scripting procedures for illustration only, without warranty either expressed or implied, including, but not limited to the implied warranties of merchantability and/or fitness for a particular purpose. The Visual Basic procedures in this article are provided 'as is' and Microsoft does not guarantee that they can be used in all situations. While Microsoft support professionals can help explain the functionality of a particular code procedure, they will not modify these examples to provide added functionality, nor will they help you construct code to meet your specific needs. If you have limited programming experience, you may want to consult one of the Microsoft Solution Providers. Solution Providers offer a wide range of fee-based services, including creating custom macros. For more information about Microsoft Solution Providers, call Microsoft Customer Information Service at (800) 426-9400.

This article assumes that you are familiar with Visual Basic Scripting and with creating Microsoft Outlook forms using the programming tools provided with Outlook. For more information about getting help with Visual Basic Scripting, please see following article in the Microsoft Knowledge Base:
166368 OL97: How to Get Help Programming with Outlook

To manually turn off the Request Responses Option for Outlook 2002 and earlier

  1. In the Outlook Calendar view, on the Calendar menu click New Meeting Request.
  2. Click the Meeting Planner tab and add at least one Meeting Attendee.
  3. On the Appointment menu, click Request Response.

To manually turn off the Request Responses Option for Outlook 2003
  1. On the File menu, point to New and then click Meeting Request.
  2. On the Actions menu, select Request Responses. This clears the checkmark next to this item.

To manually turn off the Request Responses Option for Outlook 2007
  1. On the File menu, point to New and then click Meeting Request.
  2. On the ribbon, in the Attendees group, click the Responses control.
  3. Click Request Responses. This clears the checkmark next to this item.

Turning Off the Request Responses Option Programmatically

Turning off the request responses programmatically consists of three steps.
  • Create a custom form
  • Publish the form in your Calendar folder
  • Make the new form the default appointment form
To create a custom form, follow these steps:
  1. In the Outlook Calendar view, on the Calendar menu click New Meeting Request.
  2. On the Tools menu, click Design Outlook Form.
  3. On the Form menu, click View Code.
  4. In the Visual Basic Script Editor type the following:
          Function Item_Open()
            Item.ResponseRequested = False
          End Function
    						
  5. On File menu, click Close.
You can publish forms several ways. This example shows how to publish your form in your Calendar folder. Follow these steps to exit the design mode and publish the form:

Publishing Your Form

  1. On the Tools menu, click Design Outlook Form to exit the design mode.
  2. On the File menu, click Publish Form As.
  3. In the Form name box, type MyForm and click Publish In.
  4. In the "Set Library To" dialog box, click to select Folder Forms Library.
  5. In the folder list, click to select your Calendar folder and click OK.
  6. Click Publish to publish MyForm in your Calendar folder.
  7. On the form File menu, click Close. When prompted, Do you want to save changes? Click No.
The form is now available under the Calendar menu as New MyForm.

Set the New Form as the Default Appointment Form

To set this new form as your default appointment form, follow these steps:
  1. In Folder List view, right-click the Calendar folder and on the shortcut menu click Properties.
  2. Click to select MyForm from the "When posting to this folder" list.
  3. Click Apply.

Create a rule to move meeting responses

Configure a rule that deletes or moves any messages that use the following forms:
  • Tentative Meeting Response
  • Decline Meeting Response
  • Accept Meeting Response
To create this rule, follow these steps:
  1. On the Tools menu click Rules and Alerts.
  2. In the Rules and Alerts dialog box click New Rule.
  3. Under Start from a blank rule select Check messages when they arrive and click Next.
  4. Under 'Step 1: Select condition(s)' enable 'Uses the form name form'
  5. Under 'Step 2: Edit the rule description (click an underlined value)' click the link for 'form name'
  6. In the Choose Forms dialog box select Application Forms in the drop-down list.
  7. In the list of application forms double-click each of the following forms so they are listed under Selected Forms:
    • Accept Meeting Response
    • Decline Meeting Response
    • Tentative Meeting Response
  8. Click Close.
  9. In the Rules Wizard dialog box click Next.
  10. Under 'Step 1: Select action(s)' select the desired action to take with these meeting responses. For example, you can select 'Move it to the specified folder' and then click the link for 'specified'
  11. Under 'Step 2: Edit the rule description (click an underlined value)' to specify the destination folder name.
Some users in a manager or delegate scenario may not want the manager to receive meeting responses. With the above rule configured on the manager's mailbox, even if the delegate sent a meeting request on the manager's behalf and forgot to uncheck the Request Responses option, the responses would be removed from the manager's Inbox.

References

For more information on Creating Outlook forms, please see the following article in the Microsoft Knowledge Base:
170783 OL97: Q&A: Questions about Customizing or Programming Outlook

Properties

Article ID: 174716 - Last Review: September 5, 2013 - Revision: 1.0
Applies to
  • Microsoft Office Outlook 2007
  • Microsoft Office Outlook 2003
  • Microsoft Outlook 2002 Standard Edition
  • Microsoft Outlook 2000 Standard Edition
  • Microsoft Outlook 98 Standard Edition
  • Microsoft Outlook 97 Standard Edition
Keywords: 
kbhowto kbinfo KB174716

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