How to check who accepted a meeting in Outlook

If you host regular meetings, you understand the importance of getting your invitations answered. Guessing who will attend a meeting is a huge problem that can cause an otherwise well-organized event to crash for many reasons. Additionally, you need assurance that the people you invite to speak at a meeting will actually show up.

Luckily, you don't have to risk being embarrassed or losing money due to meeting disaster. Microsoft Office is the leader in digital calendar applications. One of the best features is the calendar event tracker that you create in the app. Once you've sent out the invitations, you can simply wait for responses to your digital RSVP.

Need help checking who accepted your meeting request in Microsoft Outlook? This article lists instructions for Outlook meeting organizers to see which attendees are responding to the invitation. The steps are compiled step by step to streamline the process.

How to Check Who Accepted Outlook Meeting on Windows PC

Once you have created a meeting, you become the meeting organizer. As the organizer, you have access to more meeting details than attendees, and you can view attendee status as often as you like. You can also see their email addresses in addition to replies for further correspondence if needed.

Use the Watchlist in Microsoft Outlook to see meeting responses with these steps:

  1. Click the "Calendar" button in Outlook.
  2. Double-click the meeting whose attendee status you want to check.
  3. Click on the “Show tracking status” option.

The final step will open a meeting attendance list. In the Response column, you'll see if the people you invited accepted, declined, or didn't respond to the invitation. Remember that a participant is not required to send you a response. However, if they don't, you can't track their presence through the app.

If you want to contact guests who have not responded one way or the other, you can contact us by email.

Only the meeting organizer can view the follow-up menu. If you generated the meeting using Microsoft 365, all attendees using the same application could also view invitation responses.

How to Check Who Accepted Outlook Meeting on Mac

When you schedule a meeting using Microsoft Outlook on Mac, the attendee can accept immediately. They can also edit their response and request another appointment to meet with you. If so, you have the same options to respond to their proposal.

Invitees can also tentatively accept, decline, or choose not to respond. You can view attendee responses to your invitation by following the steps below.

  1. Open Outlook
  2. Access the calendar.
  3. Search for the meeting to view responses.
  4. Press the "Schedule" button in the ribbon.

Then you'll see a response next to each participant, including those who may have used the "Reply Now" option and accepted right away. Invitees can also choose to decline or postpone their response.

There is no option for you to view the date or time when responses are sent to you by the attendee. If you need a timestamp for replies, you can log received email notifications to have a record of when replies were received.

You'll see the responses to your invitation listed in a table format. This can be a problem because you cannot sort and filter the list. Here is a method that allows you to sort your answers:

  1. Choose the “Copy report to clipboard” option. The entire list will be on your computer.
  2. Open the Excel application on your device or Download and install it if needed.
  3. Paste the list into Excel and sort and filter as desired.

The maximum number of recipients you can track on the Mac Outlook app is 500 per email. However, a distribution list counts as one recipient. Also, you should have an updated version of Outlook to track attendee responses to large meetings.

How to Check Who Accepted Outlook Meeting on iPhone

It is more convenient to monitor who is attending your meeting with Outlook on an iPhone. You have the freedom to go anywhere and check who will be there when plans are finalized. To take advantage of this benefit, you need to download the Microsoft Outlook app to get started.

Instructions for downloading the Microsoft Outlook application are as follows (if you don't already have it):

  1. Go to the App Store on your device.
  2. Search for "Microsoft Outlook".
  3. Tap "Install," then enter your Apple ID.

Now you're ready to use Outlook to check attendee responses to your invitation. Start by doing the following:

  1. Sync Microsoft Outlook account with your iPhone.
  2. Select "Calendar" in the navigation pane.
  3. Double-click the meeting you want to check.
  4. Click on the “Meeting Occurrence” tab.
  5. Select the “Tracking” option.
  6. Choose "View Tracking Status" to see guest responses.

Events added on your computer populate your device as soon as Outlook Calendar syncs with your iPhone. Remember that the meeting must be created in your main calendar for you to view attendee information. You can't track the responses of people you invite from a secondary calendar.

How to check who accepted Outlook meeting on Android phone?

If you're using an Android device, you can have more mobility when hosting your meeting. Find out who accepted your meeting invite on your Android phone while on the go. Before you can check, however, you must first download the Microsoft Outlook app for Android to your device.

Instructions for downloading the Microsoft Outlook app for Android (if you haven't already):

  1. Find the Play Store app on your phone.
  2. Find and then select the Outlook app.
  3. Press the "Install" button.
  4. Open the app and get started.

Once you have the app, it's time to sync the app with your phone. The meeting information will automatically populate the app on your phone if it was set up on your computer or tablet. Once the synchronization is complete, you can view the responses to your meeting invitation using your Android device. Follow these steps to get started:

  1. Select "Calendar" in the Outlook application.
  2. Open the meeting you want to check who is attending.
  3. Tap on the “View Tracking Status” option.

You'll see participant responses at the top left of the meeting window. From here you can see the names of invitees who have accepted and declined. Participants who have not responded to this point will have “none” next to their name as a status. You can choose to follow up with them via email or check back later to see if they respond.

You are cordially invited

Outlook is a useful tool for scheduling a meeting of any size. You can coordinate a meeting of five to five hundred guests and know how many will attend. The instructions for downloading and using the Outlook application are quite simple. But the rewards for using Outlook to effectively keep track of a meeting invitation are invaluable.

Do you use Outlook for non-business related meetings? Tell us what other events you've used the app for in the comments section below.

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