Why shared mailbox could be Teams meeting owner

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Super Contributor

We have just found that Teams allows meetings to be created into share mailbox, and the owner of the meeting is the mailbox without any Teams licenses. Support says this is by design, but is it me only who thing this is not correct? We cannot apply any policies to these owners etc..

18 Replies
Hi there,
If the meeting organizer is CPC enabled they can send the meeting on behalf of the shared mailbox--that way the invite would have dial in info. Let me know if this doesn't answer your question.

Thanks,
Emily

@Emily Kirby 

Actually no, that was not my point. When you schedule a Teams meeting from Shared Mailbox, and when you are looking for the join URL, there you have the organizer (OID). I have found that the shared mailbox is the owner for that meeting.

 

How that could be possible? As that is not Teams enabled and no policies are applied to that. And that could cause other issues like lobby activated (if owner is not in meeting who let people in) etc..

@Petri X 

 

I've just found the same issue:

 

Our tenant is setup to make all attendees attendee instead of presenter. When a meeting is created from a shared mailbox, there's no owner to change the meeting options and assign presenter rights to anyone! 

@molislaegers 

I'm very sorry to hear that. But on the same time good to hear it :) Sometimes all of the cases makes me feel that we are the only one facing these issues on Teams. I even asked help from Microsoft, but received the general answer: "This is by design...".

 

I actually would like to open discussion how far we should accept the answer "by design". In my mind if they made "by design"-limitations, like this is, then those should be publicly told. Basically all of the issues/bugs could be covered by statement: "by design".

 

Let see, I have tried to escalate this issue also, but feels quite powerless with this.

Same issue. And since the user is disabled we cant add the shared mailbox to a different policy to allow everyone as a presenter.

@Emily Kirby  I would find useful having the dial in information in the invite when creating an invite from a Shared Mailbox. Can you elaborate on how to get CPC enabled? Thanks!

@Petri X I recently ran into this issue as well - the only workaround (which costs a license) was to convert the shared mailbox to a user.  Everyone still has the access they need and now they are able to schedule Teams meetings with the dial-in and adjust the lobby settings as needed. I do think you bring up a great use case for having a Shared Mailbox be able to have the full functionality for Teams Meetings.

@molislaegers I was just helping my wife setup a Teams meeting from her Shared Mailbox and run into the same issue of the Owner not being in the meeting to allow people to bypass the meeting.

This is how we resolved this:
After you send out the Teams Meeting, go back into Shared Mailbox Calendar.
Open the meeting request.
Click "Meeting Options"

Capture1.PNG
From here you can say who can bypass the lobby.
Also you can assign specific people as the presenters, these people can control the meeting, let people in from the lobby and assign other people as presenter during the meeting.

Capture2.PNG
 

 

 

 


@Petri X You can add additional owners to the team.  You can add the same team members who have access to the shared mailbox as Team owners.  

@Daniël van Zoelen

Thank you Daniel for reminding this. It has been interesting to see how MS said: "Teams is not Skype", but for meetings e.g. Teams is coming closer and closer to Skype. The changes on lobby and presenters are good examples of this generation.

 

Perhaps we could start using this more, but originally we faced this issue to recurrent meeting, which has been working just fine for several times. Until one day, the settings were not there anymore. So this requires more testing.

 

But still the second problem is not solved, how I could targeting meeting policies to the shared mailbox which does not have any Teams licenses?

 

@Petri X I have the same problem... how the heck do we apply a custom meeting policy to allow meeting recording for shared mailbox. This is a big gap.

@Daniël van Zoelen does this always work for you?

 

I have 2 user mailboxes with E3 licenses which are shared, so full access has been delegated. Can adjust meeting options for meetings created by one of the accounts fine, but not the other. Screen Shot 2021-02-18 at 5.47.38 PM.png

Same issue here.  One of our admins was just able to schedule a Teams meeting from a shared calendar.  The calendar AAD account is disabled and it does not have a Microsoft 365 license assigned.

@Petri X 
Totally agree to the "by design" problem. 
If Microsoft answer "by design" I think it would also make sense for them to explain WHY they designed it certain ways. Most often it seems to be an excuse for a "design mistake" 

@Daniël van Zoelen 

 

I know the link and the settings ofcource, but when the meeting is initiated from a shared mailbox, the shared mailbox is owner.

 

Because that's a disabled account, no one has access to change the settings! 

@molislaegers 

 

Just tested this again and it still works fine.

 

We can create a meeting from a "Shared Mailbox", invite users from within our organization.
Have the users accept the meeting.
Then come back to the meeting in the calendar of the "Shared Mailbox", change the meeting options through the link and then add someone (that accepted the meeting) as presenter.


Strange thing here is that my wife, who I invited for the meeting (but did not make presenter) could also edit the meetings option. She has permissions in that Shared Mailbox, so that would explain it.

 

I re-tested this with a Shared Mailbox that she does not have permissions in. There she could not edit the meeting options and got the message that SamNZ showed.

 

So maybe the way that permissions are given to users on the Shared Mailbox is the problem.
I give permissions to users on Shared Mailboxes through the Admin Center.

 

@SamNZ: I have not tested this from a Shared User Mailbox,

It could be so, that Microsoft has done something which they just not had told publicly. Perhaps the changes on meeting options has fixed the owner issue as well.

 

But still there is the main issue: how to assign teams policies to shared mailbox?

We give permissions using admin center too. Maybe something changed.

I'm going to test this again next monday!

Thanks for your test and answer Daniël!

 

@Petri X because the shared mailbox has no license: Not..

 

It should follow the default policy, or you can assign a license and another policy