Channel Meeting | Optional Attendees Being Added

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New Contributor

Hi all,

 

I've been increasingly taking advantage of Teams Channel-initiated meetings, in order to keep meeting content within the channel. Recently, I noticed that I had people showing up to my meetings that I'd not explicitly added to the invite when I set it up in Teams. In this case, the Team has about ~100 members overall. For each meeting I set up in a channel, there are 4 or 5 people (consistently the same) who are not added by me, but who then show up in the optional attendee list.

 

This creates confusion, as you'd expect, so I'd like to avoid it. I can't figure out why Teams would pick these same 4-5 people and add them to the invite as optional - there seems to be no rhyme or reason. 

 

In the attached picture, the names crossed out in red were added by me at the time I set up the meeting. The names crossed out in blue just showed up later. Very odd.

 

Thanks in advance,

 

Chad

3 Replies
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Hi @chadbrack  Along with other online resources, the following past post offers an explanation about how channel meetings work:  https://techcommunity.microsoft.com/t5/microsoft-teams/microsoft-teams-meetings-channel-meetings-and...

 

As the best response suggests, if you want to limit your meeting to a specific group of people, you may just want to create private meetings in the calendar or in Outlook.

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@ThereseSolimeno Thanks, yes, I'd seen that post in my research. Since this is a new (created within the last couple of months) Team, the AlwaysSubscribeMembersToCalendarEvents concept did not seem to apply. Additionally, all of the members were added to the Team at the time of Team creation. The fact that only about 6-7 out of 100 pop up on the invitations (consistently), means that the alwayssubscribememberstocalendarevents situation didn't apply. So while that post makes sense, it does not seem applicable to my case.

 

As this question has been circulating for years now (managing invitees on Channel-initiated meetings), my hope was that there were new answers out there.

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@ThereseSolimeno We've figured out the situation in our location. In each case for which the recipient was "automatically" being added as optional to the invite, they were able to change the following setting.

 

1. They navigate to the 'Conversations' section of the Team's associated Sharepoint site.

2. This brought them to an Outlook for Office 365 URL.

3. When choosing '...' and Settings, they could make the change depicted in the picture.

 

From that point forward, they are no longer automatically added to Channel-initiated meetings for the team. This solves a big problem for us.