Email Productivity – Automatically archive meeting responses

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If you have ever organized an event for a large group of people (e.g., hundreds of people), one slightly annoying bit can be receiving all those meeting responses in your mailbox. Responses are important if you want to track the number of people who will be attending, but managing this flood of emails might be challenging at times.

In Outlook (Microsoft 365), you can improve your productivity by using the settings or setting up an Outlook rule (a similar feature in Google Workspace is called a filter).

Settings

Navigate to File > Options > Mail and scroll to the Tracking section. There, you will see three options you can choose to automate this:

  • Update tracking information, and then delete responses that don’t contain comments
  • Automatically process meeting requests and responses to meeting requests and polls
  • After updating tracking information, move receipt to
The Outlook Tracking settings allow you to easily configure what is going on once you receive a meeting response.
The Outlook Tracking settings allow you to easily configure what is happening once you receive a meeting response.

Rule

A rule might give you more options and flexibility. This is how you can configure your rule:

  • Add a condition:
    1. Subject or body includes: Accepted (it is different in different languages)
    2. Type: Event Response
  • Add an action:
    1. Move to: Archive

You can use different actions like Mark as read, or even delete to make yourself more efficient.

Outlook rules give a lot of flexibility to automate meeting response handling.
Outlook rules give a lot of flexibility to automate meeting response handling.

For other tips to improve your email productivity, check Master Your Inbox: 12 Essential Email Efficiency Tips for Outlook Users.


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Hey there! I’m Toni, the Co-Founder and CEO of Syskit, creators of Syskit Point and SPDocKit. Welcome to Toni on Tech, where we explore the ever-evolving world of software, technology, and business.