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The KAUST Information Technology Department blog

Outlook Meeting Invites: Features to enhance your next invitation

07 September, 2025

Outlook is more than a calendar and inbox. While most people only set a date, time, and location in their meeting invites, Outlook actually provides a powerful set of tools to manage privacy, reduce clutter, and start collaboration before the meeting even begins. Before you get started, please be sure to check which version of Outlook you are using to ensure you find the right information.

Key Features in Outlook Meeting Invites

1. Hide Attendee List

Use the Response options → Hide attendee list setting in Outlook on the web to prevent recipients from seeing who else was invited. This helps maintain privacy for public or sensitive meetings. See guidance: Hide attendee list.

2. Block Forwarding

Prevent invitees from forwarding your meeting to unapproved people. This keeps the session limited to the intended audience. Learn how: Prevent forwarding of a meeting.

3. Set Response Options

Choose whether attendees must send responses. For smaller meetings, responses help with tracking. For large briefings, turning responses off can reduce inbox clutter. See: Meeting responses and tracking.

4. Collaborate with Files, Loops, and Polls

Polls: simple ways to get quick input

  • Availability checks: Offer a few time options and let people vote with Scheduling Poll.
  • Topic prioritization: Rank agenda items so you spend time where it matters most.
  • Pre-reads and decisions: Confirm whether people have reviewed a document or if a proposal is ready to approve.

Loop Components at a Glance

Use these components in Outlook and Teams to make collaboration fast and clear. Each component is live and keeps everyone aligned.

Loop ComponentWhat It DoesWhen to Use It
ChecklistA live to-do list that everyone can update.Pre-meeting tasks and assigning responsibilities.
TableA shared grid for organizing information.Tracking agenda items or comparing options.
Task List (syncs with Microsoft Planner and To Do)Shared tasks across Outlook and Teams.Coordinating follow-ups and ownership.
Voting TableParticipants can upvote or downvote items.Prioritizing topics or key actions.
Paragraph or NotesA shared text block for writing together.Brainstorming or drafting meeting notes collaboratively.
Q and AA structured space for questions and answers.Collecting questions before or during large sessions.

Why Polls and Loops Matter

  • Faster input: Polls collect quick feedback without a separate survey.
  • One source of truth: Loop components keep notes, tasks, and ideas in one place.
  • Better preparation: Cloud file links ensure people read the latest version.

Quick Tips for the KAUST Community

  • Use polls to check availability, gather quick feedback, or rank discussion topics.
  • Add a Loop checklist for committee meetings so responsibilities are clear before the meeting starts.
  • Link OneDrive or SharePoint files so everyone works from the latest version.
  • For sensitive meetings, block forwarding and consider hiding the attendee list.

An Outlook meeting invite can do much more than reserve a time slot. With privacy controls, Loop components, cloud file links, and polls, it helps you protect sensitive discussions and start working together before the meeting begins. Take a moment to explore these options the next time you send an invite.