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How To Schedule Teams Meeting From Shared Mailbox (2024)

Ready for a game-changer? Discover the ins and outs of scheduling Teams meeting from shared mailboxes. These collaboration gems are the backbone of organization, and there’s more to explore within those shared calendars!

Now, here’s the lowdown: Ever wondered if your Teams meetings from a shared mailbox could include essential dial-in details? If you’ve found yourself shrugging or hesitating with a ‘no,’ worry not! I’ve got the ultimate guide tailored just for you!

Picture this: I dove into the world of shared mailboxes in a hybrid setup. Outlook and Outlook Web App (OWA) weren’t the most cooperative companions at first, but I persevered. After a bit of trial and error, victory was mine – I successfully scheduled Teams meetings on a shared mailbox.

Eager to know the fix? Keep reading! Initially, I opted for the first method of adding the mailbox, but unfortunately, no dial-in details were in sight. Here’s the scoop:”

Option 1:

  • In the realm of Outlook, embark on a journey by clicking on “File.”
  • Navigate to the land of “Account Settings” -> “Account Settings.”
  • Dive into the Email tab. Click on Change, then venture into the depths of More Settings.
  • Uncover the mysteries of “Advanced” and click the enchanting “Add.”
  • Here, breathe life into the shared mailbox by typing in its name. Say OK
  • Click Apply, and seal the deal with an OK to complete the shared mailbox addition.

But hold on, there’s an encore! If you’re juggling more than one shared mailbox, bring them all into the fold simultaneously. Apply the magic touch, click OK, and voila! Access the shared mailbox without a hint of non-delivery hiccups.

schedule teams meeting from shared mailbox

Feeling the thrill? Now, let’s waltz into the second option, a true charm:

Option 2:

  • Navigate through Outlook’s landscape, finding “File” and clicking “Add account.”
  • At the “‘”Add Account” screen, whisper the email address of the shared mailbox.
  • Click “Connect” and choose the path of “Microsoft 365.”
  • A password prompts your entry, but fear not—swap the shared mailbox email address for yours on the sign-in stage.
  • Hit “Sign-in,” savor a 5-10 minute interlude.
  • Bid farewell to Outlook momentarily, and witness the mailbox magically gracing the left side upon relaunch.

Allow it some time to refresh, and voila! The dial-in details emerge, a touch of sophistication in the digital realm.

Now, for the Outlook Web App (OWA) aficionados, here’s the inside scoop on scheduling Teams meetings from that digital haven:

  • Log into your Outlook on the web account.
  • Click your name on the top right.
  • Open another mailbox and type in the email address.
  • Click Open, and voila! Another Outlook on the web session opens.
  • Click the Calendar icon in the lower-left corner.
  • Hit New Event in the upper right.
  • Fill in the deets and don’t forget to flick the Teams meeting switch.
  • Click Send, and boom! Your Teams meeting is good to go.

For those dreaming of scheduling a Teams meeting on a shared mailbox, ensure you possess the coveted Microsoft Teams license and the Microsoft 365 Audio Conferencing license. An error may lurk if these licenses are absent, so ensure they’re bestowed upon you.

Limits and specifications for Microsoft Teams

Delve into the realm of Microsoft Teams, armed with the knowledge that, like any superhero, it has its limitations.

FeatureMaximum limit
How many teams can you create?Subject to a 250 object
How many teams can you join as a member?1,000
What’s the limit on team members?25,000
How many owners can a team have?100
Can your organization have org-wide teams, and if so, how many?5
How many members can an org-wide team accommodate?10,000
For global admins, how many teams are they allowed to create?500,000
Is there a cap on the total number of teams for a Microsoft 365 or Office 365 organization?500,000
What’s the maximum number of channels per team?1,000 (includes deleted channels)
And how about private channels—any restrictions on those?30 (includes deleted
How many members can be in a private channel?250
When importing a distribution list, security group, or Office 365 group, what’s the maximum size allowed?3,500
If converting an Office 365 group to a team, what’s the maximum number of members?10,000
What’s the limit on the size of a channel conversation post?Approximately 28 KB per

Kudos on mastering the art of scheduling Teams meeting from shared mailboxes and gracefully navigating the constraints within Microsoft Teams!

Also read: How To solve shared mailbox showing as mail user?

If you’re craving more pearls of wisdom to enhance your Teams productivity, dive into the treasure trove of tips and tricks awaiting you in the accompanying content.

Now, spill the beans—what revelation from today’s report had you on the edge of your seat? Any burning questions about our exploits today? Drop a comment below and let’s unravel the mysteries together!

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  1. Davina Moffat

    Thank you so much for this. I was going crazy trying to figure out how to download this. Your explanation was very clear and easy to follow. 🙂

  2. Tony

    The Meeting Options in the Calendar invite does not work for shared mailboxes that were created before Teams implementation. Any idea how to link these shared mailboxes into TAC to make the Meeting Options work?

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  5. Su

    After scheduling a regular team meeting from the shared mailbox we have noticed that MS Teams doesn’t notify when the first person starts the meeting.

    Any Teams meetings from individuals still notify when the meeting starts just not the one from the Shared Mailbox.

    Any thoughts?

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