Office 365 (Outlook) - Prevent forwarding of a meeting

Skip navigation

Topics Map > Microsoft 365 > Calendar

Office 365 (Outlook) - Prevent forwarding of a meeting

Meeting organizers can choose whether to allow attendees to forward a meeting invitation to others. The option to prevent forwarding is currently only available in Outlook on the web and Outlook for Windows, Outlook for Mac , for users with an Office 365 subscription.

Notes: 

  • If you don’t know if your mailbox is hosted in Microsoft 365, contact your helpdesk.

  • This feature isn't affected by the use of Information Rights Management.

How to prevent forwarding of a meeting

When you create or edit a meeting, you can choose to allow or prevent forwarding of the meeting invitation. The option to allow forwarding is turned on by default.

However, if you turn off this option, attendees included on the meeting invitation won't be able to forward the meeting to others. As the meeting organizer, you'll still be able to add attendees by editing the meeting.

Outlook for Windows or Outlook for Mac

  • Go to your calendar Calendar.

  • Select New Meeting.

  • Select Response Options from the meeting toolbar.

  • Select Allow Forwarding to remove the checkmark.

    Use meeting toolbar to block forwarding
Outlook on the web for Office 365
  • Go to your calendar Calendar.

  • Select New event.

  • Select Response options from the meeting toolbar.

  • Select Allow forwarding to remove the checkmark.

    Use event toolbar to block forwarding
Outlook on the web for Exchange 2019
  • Go to your calendar.

  • Select New event.

  • Add attendees.

  • Select Response options Settings icon from Attendees.

  • Select Allow forwarding to remove the checkmark.

    Screenshot of allow forwarding option

You can prevent forwarding when you create or update meetings in the following Outlook users:

Outlook user

Currently supported

Outlook on the web

For Microsoft 365 and Exchange 2019 users

Outlook for Windows

For Microsoft 365 users
* Available for Current Channel (version 1808 or later)
* Available for Semi-Annual Enterprise Channel (version 1902 and later)

Outlook for Mac

For Microsoft 365 users
* Available for 16.20 (18120801) and later

Outlook for iOS

Not supported yet

Outlook for Android

Not supported yet

Note: To see what version of Outlook for Windows or Outlook for Mac that you're using, in Outlook go to About Outlook by selecting File > Office Account.

Attendee's experience when a meeting organizer has prevented forwarding
If an attendee receives a meeting invitation in an updated Outlook user, they are prevented from forwarding the meeting invitation and the calendar event, regardless of the type of email account they have. 

Updated Outlook users are:

  • Outlook on the web (Office 365, Exchange Server 2016, Exchange Server 2019)

  • Outlook for Windows (available in Version 1808 of Current Channel, Semi-Annual Enterprise Channel (Preview) and Semi-Annual Enterprise Channel.)

  • Outlook 2013 and Outlook 2016 for Windows (Outlook 2013 build 15.0.5125.1000 and Outlook 2016 build 16.0.4795.1000).

  • Outlook for Mac 2016 (available in Version 16.16 (180812))

  • Outlook for iOS

  • Outlook for Android

See the list below for the experience if an attendee isn't using one of the users listed above:

Exchange Online, Exchange Server 2016, or Exchange Server 2019: When the attendee receives a meeting on an older user, they will see the options to forward the meeting invitation or calendar event. However, if they try to forward the meeting, Exchange Online and Exchange Server block this action. An email notification is sent to the attendee indicating that the meeting organizer doesn't allow forwarding of the meeting, and as a result, their forward wasn't sent.

Older versions of Exchange or third-party services: When the attendee receives a meeting on an older user, they will see the option to forward the meeting invitation or calendar event. When the forward is sent, it's handled by external servers that don't support this feature, so the meeting forward can't be prevented. As has always happened, when the meeting is forwarded by an attendee using a third-party service, a forward notification isn't sent to the meeting organizer.

Notes: Even if the meeting organizer has prevented the forwarding of a meeting invitation or calendar event, attendees can still take the following actions:

  • Reply or Reply all to the meeting invitation with an email message.

  • Copy the meeting message or calendar event.


Refer to this link for further information: Microsoft - Prevent Forwarding of a Meeting



KeywordsOffice 365, Outlook, Forwarding, Prevent, Meeting   Doc ID67576
OwnerHelp Desk K.GroupUW-Milwaukee Help Desk
Created2016-10-05 14:32:43Updated2023-07-13 14:38:58
SitesUW-Milwaukee Help Desk
Feedback  0   0