Forum Discussion

Samir Raslan's avatar
Samir Raslan
Copper Contributor
Oct 15, 2020

Same link for different meetings

We experience an issue that one organizer schedule few different meetings, with different participants, but participants from earlier meeting can see chats from later meeting. They can participate too, in an later meeting. After the investigation it appears that Teams (or Outlook) generates same link for all meetings. How can we turn this off, and force Teams to generate unique link for each meeting?

 

Thanks

Meetings
microsoft teams
  • mrinker's avatar
    mrinker
    Copper Contributor
    Mar 09, 2022

    I stumbled upon this and didn't find the answer I was looking for, but after tinkering a bit with Outlook/Teams, I've found an answer to my original question, which was how to use the same Teams meeting link for multiple meetings.

     

    Use Case

    I run a team of 10 people and we have several recurring meetings. We'd like to use the same meeting link for each meeting, even though each meeting has a different recurrence rate and purpose.

    Using a recurring meeting won't work in my scenario because I have one meeting that occurs every Monday and Friday, one that occurs every 2 Wednesdays, and so on.

     

    Solution

    1. Create a new event in Outlook
    2. Add a title that you will use as a generic title across all events
    3. Don't invite anyone (this event will be a dummy event)
    4. Enable Teams Meeting
    5. Save the event
    6. Create another event in Outlook
    7. DO NOT enable Teams meeting
    8. Don't invite anyone yet (to avoid sending mass calendar updates as you make changes)
    9. Add any details you need to the meeting (recurrence, description, etc.)
    10. Save the meeting
    11. Go to the calendar event that has the meeting you want to use
    12. Copy everything in the description from the first divider line to the last divider line (all the Teams info)
      1. Example: 

         

    13. Save the meeting
    14. To verify that it worked:
      1. Go back to your inbox in Outlook
      2. Go back to the calendar in Outlook
      3. Click on the new event
      4. There should be a "Join Teams Meeting" button
      5. Click the button
      6. When the join meeting window opens in Teams, the title should match the meeting that you copied
    15. Edit the series and invite everyone
    16. Repeat steps 6-16 as needed to create more events


    Version Info

    Outlook: Microsoft Outlook for Mac - Version 16.58 (2201501)

    Teams: Microsoft Teams - Version 1.5.00.4683

    • Mallicalk's avatar
      Mallicalk
      Copper Contributor
      Feb 06, 2023

      Hi  mrinker, 

      You have missed a step, like in step 12.5, where do I paste it? I couldn't follow it very well. I was really frustrated that day. It took me a long time to find your steps. I had to do it a little differently, which frustrated me even more.

       

      Thank you very much I finally figured it out with your help.

       

       Here is what I had to do. The underline parts shows the difference

       Solution:

       Creating the first meeting: (Skip to “Creating connected/follow-up meetings” if you are creating a follow-up meeting)

      1. Create a new event in Outlook
      2. Add a title that you will use as a generic title across all events
      3. Don't invite anyone (this event will be a dummy event)
      4. Enable Teams Meeting
      5. Save the event

         

        Creating connected/follow-up meetings:

      6. Create another event in Outlook

      7. DO NOT enable Teams meeting!!!!
      8. Add an invite to yourself (to avoid sending mass calendar updates as you make changes)
        1. I found I had to invite myself to get "Join Teams Meeting" to appear in step 16-4
      9. Add any details you need to the meeting (recurrence, description, etc.) (you don’t have to give it the original name)
      10. Save the meeting.
      11. Go to the calendar event that has the meeting you want to use/repeat
      12. Copy everything in the description from the first divider line to the last divider line (all the Teams info)
        1. Example 

      13. Paste the information at the bottom of your new meeting.

      14. Send the meeting to yourself
      15. When it asks if “You want to send the meeting with no location” click “send anyway”
      16. To verify that it worked:
        1. Go back to your inbox in Outlook
        2. Go back to the calendar in Outlook
        3. Right-click on the new event
        4. There should be a "Join Teams Meeting" button
        5. Click the button
        6. When the join meeting window opens in Teams, the title should match the original meeting that you copied instead of the new name you gave it.
        7. For further proof click “Join now”.  Open chat and you should be able to see the history of the last meeting(s).
      17. Edit the series and invite everyone
    • robeaston's avatar
      robeaston
      Copper Contributor
      Jun 29, 2023
      thank you for writing up these details, this worked well for me.
  • VasilMichev's avatar
    VasilMichev
    MVP
    Oct 15, 2020

    If the meeting is recurring, you get to use the same link. If you want to use different links each time, schedule one-off meetings.

    • Samir Raslan's avatar
      Samir Raslan
      Copper Contributor
      Oct 16, 2020

      VasilMichev Thanks for your answer

      Our user creates a new meeting in Outlook every time. He chooses date and time of meeting and starts ordinary meeting scheduling and then chooses Teams meeting option. This is not  the case with all users.

       I'm going to investigate this further, but maybe there are more organizations with this issue.

Resources