How to Send a Calendar Invite in Outlook

Need to send a calendar invite in Outlook but can't remember how? Outlook makes it simpler than it looks once you know the path. Here's how to send a calendar invite in Outlook step by step, plus a few extras like Teams, BCC, and forwarding.

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How to create a calendar invite in Outlook

Before you send, you create. How to create a calendar invite in Outlook starts in the calendar view: click the calendar icon (bottom left, looks like a small grid), then hit New Meeting in the top ribbon.

Calendar → New Meeting

Fill in the title, date, time, and location (or a Teams link if it's virtual). Add your attendees in the Required or Optional fields. That's the base of any outlook calendar invite: title, time, attendees.

In the new Outlook web version, the steps are the same, just labelled a little differently:

Calendar → New event.

How to send a meeting invite in Outlook

Once your invite is filled out, hit Send in the top left. That's it. Outlook emails the invite to every attendee, and the meeting appears on your calendar and theirs.

If you want to confirm the calendar invite Outlook sent properly, check your Sent items folder. The invite should appear there like any other email. That's how to send a meeting invite in Outlook in one click. The only difference between a meeting invite and a calendar invite is the wording. Outlook treats them the same.

How to add a Teams meeting to an Outlook invite

If the meeting is virtual, toggle the Teams Meeting switch in the ribbon before you send. Outlook generates a Teams link and pastes it into the body of the invite.

Meeting → Teams Meeting (toggle on) → Send

You can also add Teams to an existing outlook calendar invite. Open the meeting, click Teams Meeting, then click Send Update. Everyone gets a refreshed copy with the link added.

How to remove a Teams meeting from an Outlook invite

Sometimes Outlook auto-adds Teams when you don't want it. Here's how to remove a Teams meeting from an Outlook invite: open the meeting, click the Teams Meeting toggle to switch it off, then click Send Update.

Meeting → Teams Meeting (toggle off) → Send Update

The Teams link disappears from the body, and attendees get the updated version. If you don't see the toggle, look under the Meeting Options dropdown. This is also how to remove a Teams meeting from an Outlook invite that already went out, without cancelling the meeting entirely.

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How to forward a calendar invite in Outlook

Need to share an invite with someone who wasn't originally on it? Right-click the meeting on your calendar and select Forward. Type their email and click Send. The new attendee gets a normal calendar invite Outlook style, and the original organizer is notified.

Can you BCC on an Outlook calendar invite?

Not directly. Outlook calendar invites don't have a BCC field by default. The workaround is to invite hidden attendees through the Resource field or send yourself the invite and BCC recipients on a regular email with the invite attached. If you have admin permissions, you can also configure the meeting options to hide attendee lists.

Key takeaways

To send a calendar invite in Outlook, open the calendar, click New Meeting, fill in the details, and hit Send. To add or remove a Teams meeting, toggle the Teams option in the ribbon. To forward a calendar invite Outlook style, right-click and select Forward.

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