You can change your settings in Outlook 2010 to automatically reply to meeting requests. If you have no other appointments on your calendar during this time period, the meeting will automatically be accepted. If the meeting request overlaps with another appointment already scheduled on your calendar, the sender will automatically receive a "meeting declined" email. This can be very helpful if you are in a position in which you receive a large number of meeting requests.
Note: This feature does not appear to be available in Outlook 2011 for Mac.
- Go to the File tab and choose Options from the list on the left-hand side.
- Click Calendar on the left-hand side of the window.
- Scroll down to the bottom of the window and choose Resource Scheduling...(found in the lower right-hand corner).
- Check the option "Automatically accept meeting requests and remove canceled meetings." This adjusts your settings so Outlook automatically accepts all meeting requests (and removes meetings that have been canceled). The person who requested the meeting will receive an email from you accepting his or her request.
- Once this option is checked, the options below it become available as well. Check "Automatically decline meeting requests that conflict with an existing appointment or meeting." This adjusts your settings so Outlook will automatically decline a meeting request that overlaps with another meeting on your calendar. The person who requested the meeting will receive an email from you declining his or her request.
- Click OK.