How to Quickly Send a Notification Mail to the Meeting Attendees Who Haven’t Responded

If some attendees haven’t made any responses to your meeting invitation, you must be annoyed. Hence, you may wish to send them a notification mail. This article will tell you a quick way to extract those who haven’t responded and send a mail.

Outlook permits users to track the meeting responses. As shown in the following screenshot, after opening the meeting, you can click “Tracking” button and select “View Tracking Status” to display all the response statuses.

Track Meeting Responses

Then you can write down the attendees who haven’t responded and create a new email and add the attendees as recipients manually. Obviously, by this means, it is troublesome, especially when there are multiple attendees. If there is a method to quickly extract those who haven’t responded, it will be much more efficient. Thus, here we will teach you how to achieve it with Outlook VBA,

Send a Notification Mail to Those Who Haven’t Responded

  1. At first, you ought to start Outlook and shift to “Developer” tab.
  2. Then you can click on “Visual Basic” button to get access to “Microsoft Visual Basic for applications” window.
  3. Next you should copy the following VBA codes into an unused module.
Sub SendMailtoAttendeesNotRespond()
    Dim obApp As Application
    Dim olSel As Selection
    Dim olItem As Object
    Dim olAttendees As Recipients
    Dim olAttendee As Recipient
    Dim AttendeeAddrs As String
    Dim olMail As MailItem
 
    Set obApp = Outlook.Application
    Set olSel = obApp.ActiveExplorer.Selection
    Set olItem = olSel.Item(1)
    Set olAttendees = olItem.Recipients
 
    On Error GoTo ErrorHandler
 
    For Each olAttendee In olAttendees
        If olAttendee.MeetingResponseStatus = olResponseNone Then
           AttendeeAddrs = AttendeeAddrs & ";" & olAttendee.Address
        End If
    Next
 
    Set olMail = obApp.CreateItem(olMailItem)
    With olMail
         .Subject = "Please Respond to " & olItem.Subject
         .Attachments.Add olItem
         .To = AttendeeAddrs
         .Body = "This is a very important meeting. Please respond Now!" & vbCrLf & vbCrLf & "------Original Meeting Details------" & vbCrLf & "Organizer: " & olItem.Organizer & vbCrLf & "When: " & olItem.Start & " - " & olItem.End & vbCrLf & "Where: " & olItem.Location
         .ReadReceiptRequested = True
         .Display
    End With
 
ErrorHandler:
    Exit Sub
End Sub

VBA Codes - Send a Notification Mail to the Meeting Attendees Who Haven’t Responded

  1. After that, you can exit the “Visual Basic” window and add the macro to Quick Access Toolbar as usual.Add the Macro to Quick Access Toolbar
  2. Finally you can have a try.
  • Firstly, turn to Calendar section, open the source Calendar folder and locate the target meeting.
  • Then click on the new “macro” button in the Quick Access Toolbar.
  • At once, Outlook will auto create a new message with the attendees who haven’t responded in “To” field, the original meeting as an attachment and the meeting details in the body, like the following image.

Notification Mail to the Meeting Attendees Who Haven’t Responded

  • Lastly, you can double check the email details and click “Send” button.

Outlook Errors Can Occur Now and Then

Like other MS Office apps, errors are inevitable in Outlook. Therefore, as Outlook regular users, you have to get accustomed to them, calm down and find solutions. Firstly, you can start Outlook in safe mode to diagnose the issue. If the problems involve damaged Outlook PST, you have to recur to an experienced repair tool, such as DataNumen Outlook Repair, which is well versed in PST recovery.

Author Introduction:

Shirley Zhang is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including repair SQL mdf database error and outlook repair software products. For more information visit www.datanumen.com

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