How to Propose a New Time in Outlook

Open the meeting invitation in the Outlook account that received it, choose Propose new time, select another date and time, and send your response. The organizer decides whether to change the meeting; your proposal does not move it automatically.

Published on•
Last updated on•
5 min read
Oliver Jackson

Head of Customer Happiness

Christin Baumgarten
Reviewer

Operations Manager

Abraham Ranardo Sumarsono
Tester

Full Stack Engineer

Authored By Oliver Jackson Head of Customer Happiness

Oliver is Mailbird's Head of Customer Happiness, bringing more than a decade of experience in email. His background in email marketing, where his strategic and creative approach to campaigns drove growth and engagement for businesses across diverse industries, shapes how he helps people get more out of their inbox. Oliver is known for his insightful webinars and guest posts, where he shares his expert knowledge.

Reviewed By Christin Baumgarten Operations Manager

Christin Baumgarten is the Operations Manager at Mailbird, where she drives product development and leads communications for this leading email client. With over a decade at Mailbird — from a marketing intern to Operations Manager — she offers deep expertise in email technology and productivity. Christin’s experience shaping product strategy and user engagement underscores her authority in the communication technology space.

Tested By Abraham Ranardo Sumarsono Full Stack Engineer

Abraham Ranardo Sumarsono is a Full Stack Engineer at Mailbird, where he focuses on building reliable, user-friendly, and scalable solutions that enhance the email experience for thousands of users worldwide. With expertise in C# and .NET, he contributes across both front-end and back-end development, ensuring performance, security, and usability.

How to Propose a New Time in Outlook
How to Propose a New Time in Outlook

Open the meeting invitation in the Outlook account that received it, choose Propose new time , select another date and time, and send your response. The organizer decides whether to change the meeting; your proposal does not move it automatically. [1]

Quick checklist

  • Open the invitation in the account that received it.
  • Select Propose new time and choose your response to the original time.
  • Check the proposed date, start and end times, and time zone.
  • Add a note and send your response.
  • Wait for the organizer’s meeting update before treating the new time as confirmed.

Before you start

Have the original invitation and an alternate time ready. Use the account that received the invitation, not a shared calendar or a new email.

In new Outlook for Windows , Microsoft says this feature requires a work or school account. If the option is missing, you can email the organizer your suggested time instead. [1]

New Outlook for Windows

How to propose a new time in new Outlook for Windows

  1. Double-click the meeting invitation in your Inbox or Calendar.
  2. Select Propose new time, then choose I might attend if you could still make the original time or No, I won’t attend if you cannot.
  3. Choose the proposed date, start time, and end time. Check the time zone, then select Done.
  4. Add a brief explanation if you wish, and select Send.[1]

Classic Outlook for Windows

  1. Open the meeting request and select Propose New Time .
  2. Choose Tentative and Propose New Time if you might attend at the original time, or Decline and Propose New Time if you cannot.
  3. Set the proposed start and end times, then select Propose Time .
  4. In the response with “New Time Proposed” in its subject, add a note if helpful and select Send . [1]

Outlook on the web

  1. Find the invitation in your message list and select RSVP .
  2. Select More options , then Propose new time . If it is not in the compact menu, open the invitation and check its response options.
  3. Follow the prompts to choose another time and send your proposal. [2]

What does the organizer see?

The organizer receives your proposed time. In classic Outlook for Windows , they can double-click the proposal email, select Accept Proposal or View All Proposals , and select Send Update to notify attendees of a change. They cannot accept the proposal from the Reading Pane. [1]

If an Accept Proposal button is not shown in new Outlook , the organizer can edit the meeting they created and send the updated details. Until an update arrives, treat the original time as scheduled. [3]

Why can’t I propose a new time in Outlook?

  • The organizer disabled proposals. Email them your suggested time instead. [1]
  • It is a recurring meeting. Outlook’s proposal feature does not support recurring meetings. Tell the organizer which occurrence conflicts and suggest another time by email. [1]
  • Your account is not supported in new Outlook for Windows. Microsoft limits this feature there to work or school accounts; Outlook.com and IMAP/POP accounts are not supported there. [1]
  • You are viewing a shared or delegated calendar. Open the invitation in the account that received it. If you respond on someone else’s behalf, check your delegate permissions. [4]
  • You are using a different Outlook version. New Outlook uses labels such as I might attend and Done ; classic Outlook uses Tentative and Propose New Time and Propose Time . [1]

What about Outlook on mobile or Mac?

iPhone and Android

Open the invitation and check its RSVP options. Microsoft’s mobile support guidance says proposing a new time is unavailable, while an older Outlook announcement described an RSVP proposal option. If you do not see it, use Outlook on a computer or email the organizer. Send Availability is not a proposal in response to an existing invitation. [5] [6]

Outlook for Mac

Open the invitation, select Propose New Time , choose a tentative or declined response, set the alternate time, and send the resulting message. [7]

Frequently asked questions

Can I propose a new time after accepting a meeting?

Open the meeting from your calendar and check for the proposal command. If it is unavailable, message the organizer directly. [7]

Does proposing a new time move the meeting automatically?

No. The organizer must change the meeting and send an update before the new time is confirmed. [3]

Can I propose a new time for one meeting in a recurring series?

Outlook’s proposal feature does not support recurring meetings. Identify the occurrence and email the organizer your suggested time. [1]

Prefer a desktop email app?

Mailbird is a desktop email client for Windows and Mac. Use Outlook for the proposal steps above; if you want to try Mailbird for everyday email.

Sources

  1. Microsoft Support: Propose a new meeting time in Outlook
  2. Microsoft Support: RSVP instantly in Outlook on the web
  3. Microsoft Support: Change an appointment, meeting, or event in Outlook
  4. Microsoft Support: Share and access a calendar with delegate permissions
  5. Microsoft Support: Proposing a new time in Outlook Mobile
  6. Microsoft Outlook blog: Calendar updates in Outlook mobile
  7. Microsoft Support: Propose a new meeting time in Outlook for Mac