Updating Attendees on Group Meetings

You may need to update a regular or recurring calendar meeting invite for various reasons.  Occasionally folks leave, retire or take a position with another department in the University or new employees arrive.  It is important that meetings be updated as staff changes occur.  Luckily, this is easy to do and does not require canceling and recreating the meeting.

To remove a staff member or group from a meeting

1. In your Calendar, open the meeting invitation you want to edit. If it’s a recurring meeting, Outlook asks you to choose whether you want to edit the entire series or just the one occurrence.
2. 
3. On the Meeting tab, in the Show group, click Scheduling Assistant

     4. You should now see a list of all meeting attendees.  Note there is a checkbox to the left of their name.  You need to simply clear the checkbox next to the name of the person or group you want to remove.

5. Click Send above of the All Attendees list to confirm the update.

When you send the update, you will be asked to choose whether to send the update to everybody or only to those affected by the change. If you send the update only to added or deleted attendees, other people aren’t notified about the updated information

To add a new employee or group to a meeting

1. Follow Steps one and two from above.                                 
2. You should now see a list of all meeting attendees.

  4. Click in the bottom box where it says "Click here to add a name" and type the name of the person or group you'd like to add.  When done hit the enter key and the name should resolve to your contacts lists

  5. Click Send above of the All Attendees list to confirm the update. 

When you send the update, you will be asked to choose whether to send the update to everybody or only to those affected by the change. If you send the update only to added or deleted attendees, other people aren’t notified about the updated information.