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 How to Invite attendees in Microsoft Teams

 How to Invite attendees in Microsoft Teams

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It is one of the responsibilities of an event organizer to invite attendees to attend a live event. Teams only sends calendar invites to the members of the event team when you schedule a live event in Teams.

For more information on how to determine whose event participants are considered attendees, it is recommended to refer to Roles in a Teams Meeting for more information.

  1. In the Teams app, you will find the Calendar option on the left hand side.
  2. Select the event you wish to attend live.
  3. The live event link can be copied in a Teams channel, via email, on a website such as SharePoint, or added to a collaboration group. If the event is being produced by Teams, then you will be able to get a copy of the link by clicking the Get link button. This link can be shared with attendees however you decide-whether it’s on a Teams channel, an email, or a collaboration group. Alternatively, you can even send it via e-mail from Outlook or in any other e-mail program like Gmail or Outlook Express.

Note : Please keep in mind that you should not attempt to invite participants over a Teams meeting. It is likely that users will confuse the link for the attendee list of a Teams meeting with the link for an event that is live and in progress.

The attendees will have the option to view the event from their desktops (Windows or Mac), the web, or their mobile devices in Teams. A browser (Chrome, Firefox, or Edge) can also be used, if they do not have Teams on their device.

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Frequently Asked Questions

 

The full email address of the person you wish to invite will need to be provided to you.
  1. In the required attendees section, click on the Add required attendees button. If any attendee is optional, select Optional instead of Attendee if they are an optional attendee.
  2. If you are sending a message to someone, please enter their complete email address (example: Joe@example.com) in the email field.
  3. Then select the Invite option. A link to the meeting will be sent to them via email as soon as the meeting has been scheduled.
In case you would like to invite a colleague to a meeting that has not been organized by you personally, the meeting can be forwarded to them. During the meeting request process, the meeting request is presented to the recipient in the form of an email that appears to have come from the meeting organizer, which gives the feeling that this is an email from them, as well as the notification to the meeting organizer that it was forwarded.
 
Using Outlook online (webmail) as a calendar invitation, you can invite people to your event
  1. The Outlook application in Microsoft 365 can be accessed from your web browser. …
  2. The calendar can be accessed by clicking on the New Event button at the top.
  3. Then, click on the Response option and make sure that the box next to Hide attendee list is ticked in the list of response options that appear on the right hand side.
  4. In the text box where it says “Add a title for the meeting”, enter the subject of the meeting.
When booking a meeting via Outlook calendar you are the only way if you want the invitees to the meeting to be BCC’d – this should be taken into account since the attendees will be invited as guests and you may not want to share their e-mail addresses. In order to paste the meeting link into an email or another document, you need to copy the link.
Make sure that this is a Microsoft Teams meeting and that you make it as such. You will be able to hide the attendee list by clicking the “Response Options” button at the top right corner of the email.
All images and contents credit goes to support.microsoft.com