Send and receive invitations to events in Calendar on Mac
You can invite people to events using their names or their email addresses. You can also propose new times or change your reply for invitations you receive.
Invite people
Go to the Calendar app
on your Mac.
Double-click or force click the event, then click Add Invitees (or click next to the name of any existing invitees).
Enter each invitee’s name or email address, then press Return.
As you type a name or email address, Calendar tries to find a match in your Contacts and Mail apps, and on connected calendar servers. If you press Return before Calendar finds a match, or before you finish typing an email address, the invitee isn’t added.
After you enter two invitees, Calendar suggests the next invitee based on your previous interactions with people, such as who you often or recently invited together to the same meeting.
A symbol next to each invitee indicates the person’s status—for example, available, busy, or replied yes, no, or maybe. See Symbols used in Calendar.
If you see Check Availability below the last invitee, you can click it to see when invitees are free or busy. You see Check Availability if your event is on a calendar service that tracks availability, such as CalDAV.
You see invitees’ free and busy time in the Availability window. To find an event time with the fewest or no conflicts, you can do any of the following:
Move the event: Drag the event block.
See another day: Click the arrows at the top of the window.
See the next time all invitees are available: Click Next Available Time.
Click Send.
To remove an invitee, select the invitee, then press the Delete key.
If you regularly invite the same set of people to events, you can create a list for them in the Contacts app. Then, when you enter the name of the list, each list member is invited to the event.
If your calendar service provider allows group email addresses, you can enter them as invitees, and all the group members are invited.
Send an email or message to invitees
Go to the Calendar app
Control-click the event, then choose Email All Participants or Message All Participants.
Enter text for your email or message, then send it.
Reply to an invitation
In Calendar: Click
in the toolbar, then click New.
A number beside the Notifications button shows how many new notifications you have for invitations and for changes to events and shared calendars.
In a notification: Click the notification, then reply in Calendar.
In Notification Center: Click Notifications at the top of Notification Center, click the notification, then reply in Calendar.
In Mail: Open the event attachment to add the event to Calendar. Then, in Calendar, click
Propose a new time
After receiving an event invitation, you can propose a new time to the event organizer. You can propose a new time before or after replying to the invitation.
Go to the Calendar app
on your Mac.
Do any of the following:
In Day or Week view, drag the event to a new time, then click Propose or Cancel.
In Week or Month view, drag the event to a new day, then click Propose or Cancel.
If the event is on a calendar service that tracks availability and lets you add a comment to the organizer, you can double-click or force click the event, click Propose a New Time in the event info window, then select one of the listed new times.
To cancel a proposed time, drag it back to the original time.
How the organizer is notified about your proposed time change depends on the type of calendar service.
iCloud and most other services: You’re offered the option to send the organizer an email.
Recent Exchange services and some CalDAV services: The organizer can click
Some Exchange and CalDAV services: An email is sent automatically to the organizer.
Change your reply to an invitation
Go to the Calendar app
Click
Find the invitation in the notifications list, then click a button in the invitation to change your reply.
You can also change your reply in the event Info window. To do so, double-click or force click the event, click the My Status pop-up menu in the event Info window, then choose a status. You can also add a comment to your reply that is seen only by the organizer.