Sending an email to appointment participants How to send an email to all appointment participants: Depending on the selected view, you have the following options in the Calendar: In a calendar view, click on an appointment with multiple participants. Click the More actions icon in the pop-up. Click on Send mail to all participants. In the list view, double-click on an appointment with multiple participants. The appointment will be displayed in a window. Click the More actions icon . Click on Send mail to all participants. Fill in the details for sending the email.