SOLVED

Meeting attendance report for Shared mailbox scenarios

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Contributor

So Teams currently allows meetings to be created into shared mailboxes, and the owner of the meeting is the mailbox itself even without any Teams licenses associated to it (As per the info I read this is by design). How do we download the attendance report for this scenario?

 

This is the only relevant thread I could find for this - Why shared mailbox could be Teams meeting owner - Microsoft Tech Community

4 Replies
best response confirmed by Manoj Karunarathne (Contributor)
Solution

Hello, AFAIK there's no quick fix for shared mailbox scenarios and the attendance report. The shared mailbox is the "organizer" and every shared mailbox has a corresponding user account with a system generated password, and you would have to use that account. There are several UV requests for this.

 

Adding this which should solve the problem, but it's quite long until release.

"Co-organizer Meeting Role" Microsoft 365 Roadmap | Microsoft 365

@ChristianBergstrom

Thanks heaps for this reference which looks like a good alternative to the dashboard option coming up as well -https://www.microsoft.com/en-us/microsoft-365/roadmap?filters=&searchterms=attendance%2Creport
Ah, yes that is also a great feature!

@Manoj Karunarathne :

There is an option to get an attendance report from a shared mailbox:

Mailbox added as distinct account in Outlook

The sender of the appointment can be the organizer by adding the mailbox in a specific way as an own account.

This method allows one person (the physical sender of the invitation) to act as a half-featured organizer: to set the Meeting options before and while the meeting and to download the attendance list while the meeting – it will not allow to download the attendance list after the meeting.

How to add another mail account in Outlook

  1. Open Outlook
  2. Have the email address of the additional mailbox on hand. You may find it if you search the mailbox in the Outlook Address Book, select it and open the Outlook properties (File -> properties or double click on the mailbox). The email address is the part right of the "SMTP:" and can be found under "General" tab.
  3. Select File and click Add Account
    mrodler_0-1624956144127.png

     

  4. Enter the email address of the additional mailbox
    Now it may take some time
    mrodler_1-1624956144139.png

     

  5. Select Office 365 as the mailbox type in the Advanced setup
    mrodler_2-1624956144145.png

     

  6. You will get a popup Password Window -> you must now click on Back and then remove shared mailbox email address and enter your email address and click on Next, then enter your windows password and click on Next
  7. Please restart your Outlook to get the mailbox set up fully

With this approach the physical person, who sends out the appointment will be able to act as a half-featured organizer as described above:
He will be able to set the Meeting options before and while the meeting and to download the attendance list while the meeting – it will not allow to download the attendance list after the meeting.