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A handy feature of Outlook calendar is the ability for invitees to propose new times for events. As the event organizer, you can accept or decline a proposal and even stop others from being able to propose new times.

If you have an event with many attendees and receive more than one new time proposal, you can also review them all in one spot.

For the next meeting or event that you set up using Outlook calendar, we’ll show you how to do it all to effectively manage those new time proposals.

Accept or Decline a New Time Proposal in Outlook

After an invitee proposes a new time for your event, it’s up to you to accept or decline the proposal.

When a new time is proposed, you’ll receive an email with “New Time Proposed” in the subject line.

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Open the email and click the Meeting Response tab. To accept, click “Accept Proposal” in the Respond section of the ribbon. To decline, click “Delete” in the Delete section.

Click to Accept or Delete a new time proposal in Outlook

View All Time Proposals in Outlook

If you receive more than one new time proposal, you can review your options in one of two ways.

From the email with the proposal, go to the Meeting Response tab and click “View All Proposals” in the Respond section of the ribbon.

Click View All Proposals

From the calendar event, go to the Scheduling Assistant tab.

Both methods take you to the same view. Below the basic event details, you’ll see a list of proposed times with durations, proposed by, and conflicts.

Proposed time list in Scheduling Assistant

If you want to accept one of the proposed times from the list, select it, and then click “Send Update.”

Select a time and click Send Update

Disallow New Time Proposals for an Event

When you create an event in Outlook calendar, you can disallow invitees from proposing new times.

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Open your event in Outlook calendar and select the Meeting tab. Keep in mind that the Meeting tab displays as Appointment when you create a timed event without participants and as Event when you create an all-day event.

In the Attendees section of the ribbon, click “Response Options,” and then select “Allow New Time Proposals” to uncheck it.

Uncheck Allow New Time Proposals in Outlook

When your invitees open the event request, they will simply not see the Propose a New Time option.

Proposed new time option in Outlook

For more, take a look at how to show your working hours to others in Outlook for helpful meeting planning.

Sandy Writtenhouse Sandy Writtenhouse
With her B.S. in Information Technology, Sandy worked for many years in the IT industry as a Project Manager, Department Manager, and PMO Lead. She learned how technology can enrich both professional and personal lives by using the right tools. And, she has shared those suggestions and how-tos on many websites over time. With thousands of articles under her belt, Sandy strives to help others use technology to their advantage.
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