When Accepting a Meeting Invitation: What Happens if You Click ‘Do Not Send a Response’

In today's fast-paced world, scheduling meetings and staying on top of things can be quite a challenge. With multiple invitations coming in every day, managing responses can quickly become overwhelming. However, what many people may not realize is that this option has some important consequences. Specifically, if you choose not to send a response, your acceptance or rejection of the meeting won’t be reflected in the Tracking section. This can create confusion and misunderstandings down the line, so it's important to understand what happens when you click this button. In this article, we'll take a closer look at what not responding to a meeting invitation really means, and explore some of the reasons why you might want to reconsider using this option in the future.

What Does Do Not Send a Response Do in Outlook?

Outlook is a popular email client used by millions of people worldwide. One of the most useful features of Outlook is it’s calendar function, which allows users to schedule appointments, meetings, and events. When someone sends you an invitation to a meeting through Outlook, you’ve the option to accept, decline, or tentatively accept the invitation. However, theres also another option available: Do Not Send a Response.

When you choose the Do Not Send a Response option in Outlook, youre essentially telling the meeting organizer that you won’t be attending the meeting, but youre not providing any explanation or feedback. This option is often used when you don’t want to clutter your calendar with events you know you won’t be attending, or when you don’t want to provide any further information to the organizer.

While this may seem like a minor feature, it can have a big impact on how meetings are organized and run. For example, if youre a manager who frequently schedules meetings with your team, you might use the Do Not Send a Response option to quickly gauge who can and cant attend a meeting without having to follow up with everyone individually.

However, there are some potential downsides to using this option. For one, the meeting organizer may assume that youre not attending because youre not interested in the meeting or because you’ve other commitments. This can lead to misunderstandings and can make it difficult to plan future meetings or events.

Additionally, choosing the Do Not Send a Response option may be seen as impolite or unprofessional in some settings. If youre working in a highly collaborative or team-oriented environment, it may be better to provide some kind of response or explanation for why you cant attend a meeting, even if it’s brief.

If you don’t want to clutter your calendar or prefer to keep your responses brief, this option can be a useful tool. However, if you value clear communication and want to maintain good working relationships, it’s worth considering whether a more detailed response might be more appropriate.

How to Customize the Do Not Send a Response Message in Outlook.

  • Open Outlook and click on “File” in the menu bar.
  • Select “Options” from the list that appears.
  • Click on “Mail” from the list of options on the left-hand side of the screen.
  • Scroll down to the “Replies and forwards” section.
  • Click on the “Do Not Send a Response” option.
  • Click on the “Message” button.
  • Customize the message to your liking.
  • Click “OK” to save your changes.

It may seem like a minor detail, but not responding to a meeting invite can cause issues with attendance and organization. Taking the time to send a response, even if it’s just a quick acceptance, can help ensure that everyone is on the same page and the meeting runs smoothly. But should you respond every time? Let’s take a closer look.

Should I Send a Response When Accepting a Meeting Invite?

Sending a response when accepting a meeting invite isn’t only polite, but also essential for effective communication and planning in professional settings. By sending a response, you’re letting the meeting organizer know whether or not you’ll attend the meeting, which helps them to plan and prepare accordingly. If you fail to respond, the meeting organizer won’t know whether or not you’ll be there, and this can cause confusion and delays.

By responding promptly, you’re able to add the meeting to your calendar and schedule, which helps you to manage your time and priorities effectively. By knowing when meetings are scheduled and attending them as planned, you can ensure that important discussions and decisions aren’t missed, which can have significant impacts on projects and initiatives.

By doing so, you can help to ensure that meetings are productive and efficient, that schedules are properly managed, and that important information and decisions aren’t missed or overlooked. So, whether you’re attending a meeting in person or remotely, make sure to always respond promptly and clearly to meeting invites to promote effective communication and collaboration in your professional work.

The Benefits of Sending a Response When Declining a Meeting Invite

  • Allows the sender to know you received the invite
  • Respectful of the sender’s time and effort
  • Opens the possibility of rescheduling in case of conflicts
  • Helps maintain professional relationships
  • Contributes to a positive work environment

When sending out invitations through Outlook, you may have noticed the option to request responses from recipients. However, there may be instances where you don’t need or want to receive responses from attendees. In these cases, unchecking the option to request responses can be a useful tool. But what happens when you disable this feature? Let’s take a closer look.

What Does Unchecking Request Responses in Outlook Do?

This could be problematic if you’re trying to plan a meeting or an event with multiple participants. Without knowing who’s accepted or declined your invitation, you won’t be able to make any final arrangements or changes to the schedule.

However, there are certain situations where disabling request responses may be beneficial. For example, if you’re sending a generic email to a large group of people and don’t require their individual responses, then unchecking the Request Responses option can help you avoid cluttering your inbox with unnecessary replies.

It’s also worth noting that disabling request responses doesn’t prevent attendees from responding to your invitation. They can still choose to accept or decline the invitation, but the response won’t be sent back to you. If you need to follow up with an attendee who hasn’t responded, you’ll need to manually send them a reminder or follow-up email.

In this case, it may not make sense to request responses from each member of the group, as it would result in a flood of emails that would be difficult to manage.

Source: Outlook meeting – request responses unticked. Can’t see …


In conclusion, while the “Do Not Send a Response” option may seem like a convenient way to handle meeting invitations without cluttering up inboxes with additional emails, it can also lead to confusion and miscommunication. It's essential to understand that opting out of sending a response doesn't mean your response won't be recorded. It's always good practice to RSVP and communicate with the meeting organizer, whether through the reply option or through a separate message, to ensure that the meeting runs smoothly. So, make sure to double-check the Tracking section if you've used the “Do Not Send a Response” option to ensure that your response has been recorded correctly.