Forum Discussion
Creating channel meetings triggers emails to all Teams members
Cross posted from: https://feedbackportal.microsoft.com/feedback/idea/9e9bf335-4fbe-ed11-83ff-000d3a1ab5c3
I did a deep dive into this peculiarity. The messy thing is that this is entirely related to each person's individual Outlook client's "follow in inbox" settings of the group mailbox.
If Follow in Inbox = All Email and Events, then everyone receives the channel meeting invites to their own inbox, even if "send personal invites" is turned off.
Why: Unique to channel meetings, when a channel meeting is created AND there are no invitees, the button is "SEND" and not "SAVE". This sends it to the group mailbox. If people are following it, they receive the invite even though the organizer did not intuitively want that.
If Follow in Inbox = No Email or Events, then the invite still goes to the group mailbox but no one receives it.
Why: Because if you are not following the group Inbox, you will not get a copy of the email.
BUT: While this is the desired scenario in the context of channel meeting scheduling, setting "No email or events" in your Outlook means you have just broken the functionality of the M365 group being able to be used as a distribution list.
Admin annoyance: While you can set the default for this on the group itself (Send copies of team emails and events to team members' inboxes), this only sets the default follow in Outlook upon becoming a group member, and does not enforce it. Users can change it after becoming a group member. Since this Outlook setting is not enforceable by policy, and users can change it at will after becoming a group members, it means there is no way to even enforce an org wide support and training policy. As a meeting organizer you truly don't know who will receive it or not, or whether it will go to unintended recipients. Why is this M365 group setting, an admin setting, able to be overridden by end users without any further administrative control?
Thing is, this unusual channel meeting UI, which includes a "SEND" button and "Send personal invites" toggle, only exists in channel meeting scheduling. When you create a meeting on the group calendar in Teams or Outlook - but not a channel meeting - the button is SAVE, until you add someone it then dynamically switches to SEND. In this scenario, everything acts exactly as you would expect - the calendar is placed on the group calendar, no email goes to the group mailbox, and therefore no one is notified UNLESS you add names explicitly to the invite. Why can't channel meetings have this exact interface and function?
I have another thread about this relationship between M365 group settings, Outlook follow settings, and how it impacts end user experience: https://feedbackportal.microsoft.com/feedback/idea/3255ada0-e0bb-f011-aa44-7c1e5298a4a1