How to Send a Calendar Invite in Outlook - Restriction Free

4 Different Ways to Send a Calendar Invite in Outlook

Outlook offers more than one way to get a meeting on the books.

Whether you’re using your desktop computer, logging into the new Outlook on the web, working from your mobile, or drafting an email, these four methods let you schedule invites quickly and efficiently.  It doesn’t matter where you're working from. 

Let’s break them down.

How to Send a Calendar Invite in Outlook on Desktop

If you're using Outlook on your desktop, this method gives you the most control over scheduling. You can check availability, add Microsoft Teams links, adjust time zones, and invite guests — all from a single window.

All you have to do is:

1. Click New Meeting.
2. Use the Scheduling Assistant to check availability.
3. Set permissions, add a Teams link, and use the time zone picker if needed.
4. Click Send.

How to Send a Calendar Invite in Outlook Web (New Outlook)

The new Outlook web interface makes it simple to send calendar invites from your browser. It's a streamlined way to schedule meetings, add virtual meeting links, and reach your attendees—no desktop app needed.

Get started by:

1. Clicking the Calendar icon.
2. Select New Event.
3. Fill in your meeting details.
4. Toggle Teams Meeting if required.
5. Invite attendees.
6. Click Send.

How to Send an Outlook Calendar Invite on Mobile (iOS and Android)

Need to schedule on the go? The Outlook mobile app for iPhone and Android lets you quickly create events, invite guests, and manage meetings straight from your phone.

It’s this easy:

1. Tap the + Event button.
2. Add people.
3. Set the title, date, and time.
4. Tap Save and choose to email guests.

How to Send a Calendar Invite in Outlook Directly From an Email

If you’re already drafting an email in Outlook, you don’t need to switch views. All you do is embed a calendar invite directly into the message. This is a convenient option when you want to propose a meeting while writing to someone.

Here’s what to do: 

1. In a new email, click Insert → Invite (on desktop).
2. Or click the calendar icon (on web) to embed a meeting block.
3. Add details and send the email with the invite included.

Additional Tips for Sending Calendar Invites in Outlook

When sending calendar invites in Outlook, there are a few small tweaks that can make them look more efficient and professional. Here are three quick tips to keep in mind.

#1 Resending an Invite

Need to resend a meeting? It’s easy. You can either recreate the invitation or simply update the meeting details and click Send Update to notify attendees.

#2 Using Distribution Lists

When inviting a large group, use a distribution list to streamline the process and keep individual email addresses hidden from view.

#3 Adding Teams Meeting Details

If your meeting is virtual, be sure to toggle the Teams Meeting option or paste the link directly into the invite to make it easy for attendees to join.

Troubleshooting Outlook Calendar Invites

Even seasoned, regular Outlook users run into problems. These commonly come in the form of limitations, especially when dealing with large invite lists, cancellations, or executive scheduling. Here are three common challenges and what you can do to solve them.

Outlook Calendar Invite Guest Limits and How to Bypass Them

Microsoft 365 recently raised the Outlook meeting invite cap to 5,000 recipients, but large distribution lists can still trigger throttling or delivery failures, especially in enterprise environments. 

If you need to reach more people or avoid delivery restrictions altogether, Cerkl Broadcast offers unlimited, targeted calendar invites.

Update or Cancel an Outlook Meeting Invite Without Spamming Guests

If you’re modifying a meeting, you don’t always want to notify everyone again. Outlook offers a helpful option: “Send updates only to added or removed attendees” — and you can use it to avoid inbox fatigue. 

However, there’s a way to up your game. For dynamic lists that update automatically as teams change, Cerkl Broadcast makes updates and cancellations seamless, without the risk of forgotten or duplicated invites.

Send a Calendar Invite on Behalf of Your Boss in Outlook

Sending a meeting on behalf of someone else in Outlook requires explicit mailbox delegation permissions. The truth is that not everyone wants to set that up, especially for one-off meetings. 

This is a biggie, and you’ll find that other options, including Google Calendar, also have limitations. 

With Cerkl Broadcast, internal comms teams can send calendar invites that appear to come from any leader. There’s zero delegate access required, and no IT intervention is needed.

Where Outlook Struggles at Enterprise Scale

Outlook works well for everyday scheduling, but at scale, it starts to show its limitations. Larger organizations often face workflow friction, delivery issues, and manual overhead when trying to coordinate company-wide invites or executive calendars. Here’s where it tends to fall short:

• Static guest lists: Outlook doesn’t update attendee lists automatically when teams shift or org charts change. That means you’ll need to manually manage updates, risking missed invites or outdated distributions.
• Manual .ICS juggling: Cross-platform coordination, especially for external guests, often involves sending .ICS files. These can create confusion, especially across time zones or non-Microsoft systems.
• Sender visibility issues: If a meeting needs to come from an executive, someone must be granted delegate rights. This creates friction for internal communicators or admins who need flexibility.
• Inbox clutter and noise: Every update, RSVP, and reminder can flood attendees' and planners’ inboxes. Multiply that across departments, and things get messy fast.

Smarter Alternative: Cerkl Broadcast Calendar Invites

If you’re looking to move beyond Outlook’s limits, Cerkl Broadcast offers a smarter, more scalable way to manage calendar invites. This is because it’s built specifically for internal communications at an enterprise level. It removes the friction and manual work that Outlook can’t avoid.

• Auto-tentative placement: Broadcast calendar invites appear tentatively on every employee’s calendar by default. There’s no need for manual RSVP or approval. This ensures visibility and minimizes missed meetings.
• Send as any leader — no delegation needed: With Broadcast, you can send calendar invites on behalf of executives, department heads, or HR without requiring delegate permissions or access to their Outlook accounts.
• Unlimited, audience-based distribution: Forget Outlook’s 5,000-recipient cap. With Broadcast, you can target entire segments—like locations, departments, or roles—without worrying about throttling or delivery failure.
• Instant sync for edits and cancellations: If a time changes or the meeting is canceled, Broadcast syncs the update across calendars immediately. No rogue invites. No duplicates. No confusion.

Outlook vs. Cerkl Broadcast for Large-Scale Calendar Invites

While Outlook handles basic meeting scheduling well, it wasn’t built for large-scale internal communications. 

Cerkl Broadcast removes many of the barriers that limit Outlook, especially when it comes to audience size, automation, and executive visibility. Here's a quick side-by-side comparison to show how the two tools stack up when the invite list grows.

                   Feature        Outlook Native        Cerkl Broadcast                    Max recipients        5K cap; throttling risk        Unlimited; uses Broadcast audiences                    Dynamic attendee sync        Manual re-send        Automatic                    “From” field flexibility        Delegation only        Any leader                    RSVP noise        Floods sender        Quiet mode            

What’s Next

So, where to from here? Ask yourself how effectively your internal comms plan is working right now. It’s not a good idea to play a guessing game, which is why we have created an Internal Communications Plan Template to help you get (and keep) on track. 

Download it free now.

FAQ

How many people can I invite to an Outlook meeting?
Outlook supports up to 5,000 attendees for a single meeting invite, whether you're using the desktop app or Outlook on the web. However, for large meetings, it’s best to use distribution lists or Microsoft Teams integration to ensure smooth delivery and tracking.  

How do I resend an updated invite-only to new attendees?
After adding new attendees to your Outlook meeting, click “Send Update,” then select “Send updates only to added or deleted attendees” when prompted. This ensures that existing participants aren’t notified unnecessarily.  

Can I send an invite on behalf of my boss without delegation?
No. You must be granted delegate access or be given shared calendar permissions to send an Outlook invite on behalf of someone else. Without delegation, you can’t create or send calendar events that appear to come from another person.