You receive a meeting invitation but your schedule is already full. You need to decline but still want to meet. Outlook provides a built-in feature to suggest an alternative time directly from the meeting request. This article explains how to use the Propose New Time function from your calendar and from the email notification.
Key Takeaways: Proposing a New Meeting Time
- Propose New Time button: Sends a formal counter-proposal to the organizer while tentatively declining the original invitation.
- Tentative > Propose New Time: Use this method from your calendar view to see your free/busy information while selecting a new slot.
- Ctrl+Q (Quick Steps): Create a custom Quick Step to propose a new time and send the response with one click.
Understanding the Propose New Time Feature
The Propose New Time function is part of Outlook’s meeting response options. When you use it, Outlook automatically sends a decline for the original meeting time. It simultaneously sends a new meeting request with your proposed time to the organizer. The organizer then receives both messages and can accept your new time, which automatically updates the meeting for all attendees.
This feature requires a Microsoft Exchange or Microsoft 365 account to function. It will not work with POP3 or IMAP accounts. You must also have the meeting in your calendar, not just in your inbox, to propose a time from the calendar view. The feature shows your local free/busy data to help you pick an open slot.
Steps to Propose a New Time from a Meeting Request
The most direct method is from the meeting invitation email in your inbox.
- Open the meeting request
Double-click the meeting invitation in your inbox to open it in its own window. - Click the Propose New Time button
In the meeting window’s ribbon, locate the Respond group. Click the Propose New Time dropdown menu and select Propose New Time. - Select a new time
A scheduling assistant window opens. Drag the meeting block on the timeline to your desired new start and end time. Alternatively, use the time fields at the bottom to type in a new date and time. - Send the proposal
Click the Propose Time button. A response email opens with a pre-written message. You can add a comment, then click Send to dispatch your proposal to the meeting organizer.
Proposing a Time Directly from Your Calendar
If you have already accepted the meeting tentatively, you can propose a change from the calendar view.
- Go to your Calendar view
In Outlook, click the Calendar icon in the bottom-left navigation pane. - Locate the meeting
Find and click once on the meeting appointment in your calendar grid to select it. - Open the Propose New Time menu
On the Calendar tab in the ribbon, go to the Respond group. Click Tentative, then select Propose New Time from the dropdown menu that appears. - Choose and send the new time
Follow the same steps in the scheduling assistant to pick a new time and send the proposal.
Common Mistakes and Limitations to Avoid
Propose New Time Button Is Grayed Out
If the Propose New Time button is unavailable, your account is likely not using Microsoft Exchange or Microsoft 365. This feature requires an Exchange-based mailbox. Check your account type under File > Account Settings. For non-Exchange accounts, you must decline the meeting and send a new email to the organizer suggesting a time.
Organizer Does Not See Your Proposed Time
The proposal is sent as a special meeting request message. If the organizer’s email client is not Outlook or does not support the feature, they may only see a text description. Always add a clear comment in the email body stating the proposed date and time. The organizer may need to manually update the meeting based on your text.
Proposing Time for a Teams Meeting
When you propose a new time for a Microsoft Teams meeting, the Teams meeting link remains attached to the calendar item. However, if the organizer accepts your new time, they should verify the Teams meeting details are correctly transferred to the new time slot. Occasionally, the link may need to be recreated.
Response Actions: Propose New Time vs. Other Options
| Action | Propose New Time | Tentative | Decline |
|---|---|---|---|
| Calendar Status | Shows as declined, new time proposed | Shows as tentative | Shows as free |
| Organizer Notification | Receives decline plus a new meeting request | Receives tentative response | Receives decline response |
| Best For | Cannot attend but want to reschedule | Unsure, waiting for confirmation | Cannot and will not attend |
| Follow-up Required | Organizer must accept new proposal | You must later accept or decline | No further action |
After proposing a new time, your calendar will reflect the declined original meeting. You can now track the organizer’s response in your inbox. For faster responses, set up an Outlook rule to flag emails where you are the only attendee. Consider using the Scheduling Poll feature in Outlook for future meetings to find the best time for everyone before sending the initial invite.