Query related to meeting invite

Glenn Maxwell 14,371 Reputation points
2026-10-28T05:00:56.5066667+00:00

Hi All,

One of my users has scheduled a recurring meeting series but does not recall whether user disabled the option that allows attendees to forward meeting invitations.

The user is now trying to enable meeting forwarding for future occurrences of the meeting series but is unable to do so because the "Allow Forwarding" option is grayed out.

The user is using Outlook for Mac.

Could you please advise how to enable meeting forwarding for the existing recurring meeting series in Outlook for Mac?

Outlook | MacOS | New Outlook for Mac | For business
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Answer accepted by question author
Darren Bruce 2,360 Reputation points Independent Advisor
2026-10-28T05:27:26.8333333+00:00

Dear Glenn Maxwell,

Based on the behavior you described, if the Allow Forwarding option is already disabled for an existing recurring meeting series, Outlook for Mac may display the setting as grayed out, preventing it from being changed afterward.

Microsoft's documentation indicates that organizers can disable forwarding when creating a meeting, but it does not provide a supported method to re-enable the setting once it becomes unavailable on an existing meeting

User's image

For more information Forward a meeting in Outlook

However, as the meeting organizer, you can try the following:

  1. Open the meeting series from the Calendar.
  2. Verify whether the meeting can be edited in another Outlook client such as Outlook on the web
  3. If the Allow Forwarding setting remains unavailable, the most reliable workaround is to:
    • Create a new recurring meeting series.
    • Ensure Allow Forwarding is enabled before sending the invitation.
    • Cancel the original series after attendees have accepted the new invitation.

I hope information above meet your expectations, feel free to reach out if you have any other questions.

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  1. AI answer

    2026-10-28T05:01:59.4333333+00:00

    The organizer should open and edit the entire recurring series, enable Response Options → Allow Forwarding, and send the update; if the control remains disabled in Outlook for Mac, edit the series in Outlook on the web instead.

    Update the existing series

    1. In Outlook for Mac → Calendar, select an occurrence of the meeting.
    2. Choose to edit the entire series, not only that occurrence.
    3. Select Edit if the item initially opens read-only.
    4. On the meeting toolbar, open Response Options.
    5. Select Allow Forwarding so that it has a checkmark.
    6. Select Send Update to save the change and update attendees.

    Microsoft documents that organizers can change this setting when creating or editing a meeting. Outlook for Mac supports it for Microsoft 365 mailboxes in version 16.20 (18120801) or later; the mailbox must be hosted in Microsoft 365 or Exchange Server 2019.^1^

    If it remains grayed out

    Use Outlook on the web to determine whether this is specific to the Mac client:

    1. Sign in to Outlook on the web with the organizer’s account.
    2. Open Calendar and select an occurrence.
    3. Select Edit → Edit series.
    4. Open Response options and enable Allow forwarding.
    5. Select Send.

    Editing a recurring event requires choosing Edit series when the setting is intended to apply to the series.^2^

    Check these applicability conditions if the web control is also unavailable:

    • Organizer: The meeting must be opened from the organizer’s calendar. An attendee cannot change meeting details, and forwarding does not transfer organizer rights.
    • Mailbox platform: Confirm that the organizer’s mailbox is in Microsoft 365 or Exchange Server 2019. Microsoft does not document this control as supported for other mailbox platforms.^1^
    • Shared or delegated calendar: Microsoft documents a separate known issue in which Allow Forwarding is missing from Response Options for a shared calendar.[^3^](https://support.microsoft.com/en-us/support/known-issues/allow-forwarding-option-is-missing-from-response-options-for-a-shared-calendar ""Allow Forwarding" option is missing from "Response Options" for a ...")
    • Client version: Update Outlook for Mac if it is older than 16.20. The applicable version can be checked in Outlook → About Outlook.^1^

    There is no official documentation establishing that recurrence alone causes Allow Forwarding to be grayed out. Therefore, do not assume that the series was originally created with forwarding disabled solely from the current state of the control.

    Final fallback

    If neither Outlook for Mac nor Outlook on the web permits the organizer to change the setting, end the current series before the next future occurrence and create a new recurring series with Allow Forwarding enabled. Microsoft recommends ending a recurring series by changing its end date rather than cancelling the entire series, preserving the history of past meetings; the replacement series can then cover future dates.^4^

    Be aware that ending a series early can remove exceptions associated with future occurrences, such as individually moved or edited meetings.

    References

    1. Prevent forwarding of a meeting | Microsoft Support
    2. Create, modify, or delete a meeting request or appointment in Outlook on the web | Microsoft Support
    3. "Allow Forwarding" option is missing from "Response Options" for a ...
    4. Best practices for organizations when using the Outlook Calendar | Microsoft Support
    AI-generated content may be incorrect. Read our transparency notes for more information.

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