Cannot bulk invite entire team to a meeting ...


Hello. It seems that I cannot bulk invite an entire team (all members) to a meeting whether it is created in Teams or Outlook. Instead, I have to add each member individually. Unless I create a separate Distribution or Office 365 Group. For larger teams this is a real hassle. But I'm hoping that I'm just missing or doing something wrong.


Any ideas?




Ian Macnaughtan.


Office 1810 : 11001.20060

11 Replies

Hi @Ian Macnaughtan


The answer depends on where you are having the meeting (e.g. in a channel, in person, etc).


I would probably create the meeting invite, email it to the desired Channel (could be General) and then @mention the team to get their attention.


Hope that makes sense?




Hi Ian,


There is a good conversation on it here:


Unfortunately, all of it is workarounds currently and there is no elegant way to do this for large teams. I have seen users use all of the different methods in the article above: I have also used setting up the meeting without users in Teams (directly through meetings) and then cut and pasting the join details into an email sent as a meeting to the office 365 group on which the team is based. Ideally, there will be a streamlined way in the future.


I have added this to the Teams User Voice at


Best, Chris

Thanks Damien.

That was one of the ways that I thought of. The problem is that this method means that the meeting doesn't appear in their calendar and generate a reminder like a typical meeting invite. Which might be acceptable if the meeting is in a few days and they can remember. A workaround would be for the meeting organizer to remember to @ mention the team to remind them of an impending meeting. Neither is really an acceptable solution. And seems a glaring omission by Microsoft.

In addition, the meeting organizer doesn't know who is attending except via replies in the conversation thread. Because there is no mechanism to accept or reject etc. unless the person is an invitee.

Thanks again.

Thanks Chris. Especially for the link to the conversation and subsequently the blog post here:

Which helped me to understand better how it works. I have yet to confirm but it appears from the blog that Team members are able to add the meeting to their calendar when they open the meeting. Meaning that your suggestion Damien would be acceptable - create the channel meeting and @ mention the team requesting that they add it to their calendar if able/interested in attending.

However, there is some behavior mentioned in the blog that does not match my experience. For example, I do not see any of my Teams in my Outlook Groups list.

And I feel a little foolish. When I posted this question, I could not @ mention the team in an Outlook created Teams meeting. Just tried again and I can now. Sorry.

Therefore, while I think there is still some gaps, I feel a bit more confident that we can make it work.

Thanks again.


Hi @Ian Macnaughtan


As Teams evolves it will get better I'm sure!


In relation to your question around a Teams Outlook group, they do exist and gives you access to a group calendar, email, etc which you could use to book in meetings and what not.


My understanding (I'm not an admin) is that the feature is turned off by default so your Outlook doesn't necessarily show it unless it's activated.


Here's an image of the Teams in my Outlook:



Getting access to this could make it easier on you?


Might have to tag in a technical forum expert for the details to turn this on!


Hope that helps?




Yes, that’s true! If you create a new team - therefore a new office 365 group this will now per default be hidden from outlook!
You can read more here and also what attributes that you need to change with powershell to make them visible:

Great, thanks for letting us know that we managed to help Ian. 


Best, Chris

hi @Ian Macnaughtan, I have the same problem. I have a team with 1000 members and I want to make sure people block their calendars for my meetings. Even though it is a large audience, I typically get 160 participants joining monthly (well below the limit of MS Teams conference), but only when they received the invite in their Outlook calendars. After we moved into MS teams, I cannot put the meeting automatically in their calendars, people forget that is there, and my attendance has dropped to 20+ people per month. Outlook is the most popular tool for meetings, so I'm baffled as to why this feature does not exist with another Microsoft product (MS Teams). 

I found out today that there is a feature request to Microsoft on this topic and people can vote on it. Click on the link below, then click on "Vote" on the upper left hand, enter your email or log in, and that will raise the number of votes to this much needed feature. Let's demonstrate the power of our community! Here's the link:



I create the meeting in MS Teams.  It shows up in my Outlook Calendar.  I forward the Outlook meeting to a list of people, Putting the names in the "as required" area (or "Optional"). 


It takes about a day (could be less) for their names to show up in MS Teams meeting, but it goes into both their (mine too) Outlook and MS Teams calendars . 


Creating a list of team members in Outlook: As a Team Owner, I go to Team Name, click on Manage team, copy the names (Owners and Members).  Unfortunately you either have to do a replace  in Word; macros or editing to extract Last, First names.


Hope this helps.  Works for me.

@Ian Macnaughtan 

A workaround for this is 

1. Create the meeting invite with channel details in Microsoft Teams addressing it to one of the receipients.

2. Go to your Outlook Calendar and search for the meeting invite

3. Then forward this invite to the Outlook Group you wanted.


I tried this and worked for me.

@Ian Macnaughtan     Great Question Two years ago and it's still not fixed.    All I can find is 'work around' answers.  Even today.    Sad, I have some 4000 people to invite to Teams meetings (80-100 at a time), but I have to copy and paste each email address to invite them via Teams (Specific Team and Channel).  It's easy as pie in Outlook, but you can't define the channel the meeting will be held in there.   


So, copy and paste away....... 


Bob Belcher