Outlook Copy Meeting

HomeTechHow to Extract Email Addresses from Outlook Calendar Invite

The following methods did not add the Copy: prefix to subject lines in my tests: If you are using a pst, copy the pst file then move the meetings from the pst copy to the second Outlook. Moving the meetings will preserve their ability to accept or send updates. If you are using Exchange server, use Outlook 2003 to export the calendar. Outlook Calendar Copy - Reoccurring Meetings Issues ‎ 02:30 AM I work for multiple businesses and have created a flow to help sync the calendar items into one main calendar.

Microsoft Outlook is a popular email client and PIM (Personal information manager) suitable for enterprise users and home users alike. It has an advanced set of features and easy to use interface. It supports managing emails, contacts, calendars, tasks, notes, etc.

Outlook users can set meeting details in their calendars and send other users calendar invite for those meetings. This is an important task for professional users and is an advanced way to communicate with each other.

Sometimes, the sender or receiver of such calendar invites often need to extract email addresses from Outlook meeting for further use. We are here to let you know how to extract email addresses from Outlook calendar invite using different techniques.

Extract Email Addresses from Outlook Calendar Invite & Meeting

We will describe 3 methods:

  1. Right-click to Copy Email Addresses
  2. Copy from Tracking Clipboard
  3. Use Professional Software

Do go over all the 3 methods before deciding what method to use. If there are multiple calendar invites to consider, we recommend the professional solution.

Right-click to Copy Email Addresses

  1. Go to Calendar in your Outlook app.
  2. Double click to open the source meeting.
  3. Click on the “To” field and use the shortcut key “Ctrl+A” to select all the recipients of the meeting.
  4. Now, right-click on the selected addresses and choose the “Copy” option.

The email addresses are copied. You can paste it on any document to view the content. This is all there is to extract email addresses from Outlook calendar invite for single meeting appointments/invites.

Copy from Tracking Clipboard

  1. Go to Calendar in Outlook app.
  2. Open the source meeting by double-clicking on it.
  3. Click on the “Tracking” button and choose the “Copy Status to Clipboard” option.

This will copy email addresses from Outlook calendar meeting invite. It is also suitable for extraction from single calendar invites.

Use Professional Software to Extract Email Addresses from Outlook Calendar Invite

The best and most reliable method to extract email addresses from outlook meeting is by using a trusted professional tool such as SysTools Outlook Email Address Extractor Wizard. It allows you to extract email addresses from Outlook calendar, contacts, emails, tasks, etc.

You just need to choose the Calendar part and the software will automatically extract email addresses from Outlook calendar invite, meeting, appointments without fail.

Simple Steps to Extract Email Addresses from Outlook Calendar:

Step 1: Click on Outlook profile and hit the Add Profile button.

Step 2: Go to next window and select Calendar option. Don’t forget to select categories from right-side.

Step 3: In the next tab, select CSV format and click on Extract button..

Step 4: Once the email address extraction is successful, click on OK button.

Step 5: Now, hit the Destination path to open the folder containing CSV file with all extracted email addresses.

Outlook

Step 6: You now have all the email addresses in the extracted CSV file.

Final

Efficient Outlook calendar management is essential to maintain the workflow by professional users. We have proposed some methods to extract email addresses from Outlook calendar invite and meeting appointments. With them, you can easily extract all the addresses from the calendar invite emails defined in columns- From, To, Cc, BCC. To extrat data from multiple invites, we recommend using the professional solution.

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Original KB number: 2167170

Symptoms

You use Microsoft Office Outlook 2003, Microsoft Office Outlook 2007, or Microsoft Outlook 2010 to import or copy meetings to your mailbox. When you open a meeting, you notice that the Send Update button is missing. Additionally, newer versions of Outlook add the prefix 'Copy:' to the meeting subject, and the Info Bar shows the following message:

This meeting was copied to your calendar and will not receive updates. To receive updates, contact the organizer, organizer_name.

In this message, organizer_name represents the name of the meeting organizer.

Note

If you originally created the meeting that was imported, your name appears here. In that case, this seems to be counterintuitive because you're viewing the meeting in your own calendar.

Cause

When meetings are exported to or imported from an Outlook Personal Folder or Outlook Data (.pst) file, the GlobalObjectID (GOID) property of the meeting isn't included. When you copy and paste meetings from one calendar to another, Outlook generates new GlobalObjectID values for the meetings that are newly created.

Outlook Copy Meeting To New Meeting

The GlobalObjectID is a unique identifier for a meeting. All meeting invitations, responses, and updates that are associated with any single meeting contain the same GlobalObjectID. Outlook doesn't create meetings that have duplicate GlobalObjectID properties. To do this, Outlook excludes the property during import and export and generates a new GlobalObjectID value when a meeting is copied. This prevents anyone who imported or copied your meetings from assuming the organizer role and sending updates for meetings that you own.

Resolution

To maintain the full meeting functionality as the meeting organizer, move meetings from one calendar folder to another. To move a meeting or series of meetings, use the cut-and-paste method. Because the original meeting is deleted, as soon as the paste process is complete, the meeting no longer exists in the original location. Because the meeting that's pasted to the new location is unique, the GlobalObjectID value is maintained.

To move all the Calendar items to another folder, you must first display all the items in a tabular view. To display the items in the folder in a tabular view, use one of the following methods:

  • Temporarily clear the filter from an existing tabular view.
  • Define a new and permanent tabular view of all calendar items.

How to clear the filter from an existing tabular view

For Outlook 2010

  1. Click to select the calendar folder that contains the meetings that you want to move.
  2. On the View tab, click Change view, and then click to select one of the tabular views such as By List or By Category.
  3. On the View menu, click Reset View.
  4. Click Yes to reset the view to the original settings.

For Outlook 2007 and Outlook 2003

  1. Click to select the Outlook calendar folder that contains the meetings you want to move.
  2. On the View menu, point to Current View, and then click to select one of the tabular views such as Events or By Category.
  3. On the View menu, point to Current View, and then click Customize Current View.
  4. In the View Summary dialog box, click Filter > Clear All > OK, and then click OK again.

How to define a new and permanent tabular view

For Outlook 2010

  1. Click to select the calendar folder that contains the meetings that you want to move.
  2. On the View tab, click Change view > Manage Views > New.
  3. Type a name for the new view, click to select Table, and then click OK.
  4. In Advanced View Settings, click Sort.
  5. In the Sort items by list, click to select Start and Ascending.
  6. In the Then By list, click to select (none), and then click OK.
  7. Click OK > Apply View.

Both of these procedures will display a list of all calendar items.

After all items are displayed, follow these steps:

  1. To select all items, use the keyboard shortcut, Ctrl+A.

    Note

    If you only want to copy specific meetings, hold the Ctrl key, and then click to select individual meetings.

  2. To copy and then delete the items, use the keyboard shortcut, Ctrl+X.
  3. Click to select the destination calendar folder.
  4. To paste the items, use the keyboard shortcut, Ctrl+V.

This process moves the selected calendar items into the destination folder.

For Outlook 2007 and for Outlook 2003

  1. Click to select the calendar folder that contains the meetings that you want to move.
  2. On the View menu, point to Current View, click Define Views > New.
  3. Type a name for the new view, click to select Table, and then click OK.
  4. In View Summary, click Sort.
  5. In the Sort items by list, click to select Start, and then click Ascending.
  6. In the Then By list, click to select (none), and then click OK.
  7. Click OK > Apply View.

Outlook Copy Meeting Attendees To Email

Both of these procedures will display a list of all calendar items.

After all items are displayed, follow these steps:

  1. On the Edit menu, click Select All.
  2. On the Edit menu, click Cut.
  3. Click to select the destination folder.
  4. On the Edit menu, click Paste.

Outlook Copy Meeting From One Calendar To Another

This process moves the selected calendar items into the destination folder.

More information

You can also drag the meetings by holding down the right mouse button. When you drop the meetings in the wanted target calendar, select the Move option from the shortcut menu.

Outlook Copy Meeting

For more information about the GlobalObjectID property, visit the Microsoft MSDN website: 3.1.4.3 Copying a Calendar Object.