Scheduling a Teams Meeting using a Shared Mailbox

You cannot create a Teams meeting directly from a shared mailbox, but you can use it to manage and send meeting invitations.

Follow these steps to schedule a Teams meeting while ensuring it is properly organized through the shared mailbox.

Step 1: Access the Shared Mailbox

1. Open Outlook on your desktop or sign in to Outlook on the web.
2. Access the shared mailbox:
   • In Outlook on the web, click your profile picture or initials in the top right corner, then select “Open another mailbox.”
3. Type the shared mailbox name or email address, then click “Open.”

Step 2: Create a New Meeting from your Personal Mailbox

1. Return to your personal mailbox in Outlook.
2. Open the Calendar section and click “New Teams Meeting” to create a new meeting.

Step 3: Set up the Meeting

1. Enter the meeting details, including the title, date, time, and participants.
2. Add any relevant information, such as the agenda or meeting notes, in the invitation body.
3. Verify that the Teams meeting link is included. If it’s missing, click “Teams Meeting” in the toolbar to generate one.

Step 4: Send the Invitation from the Shared Mailbox

1. In the “From” field of the meeting invitation, select the shared mailbox address to ensure the invitation is sent from the shared mailbox.
2. Review all meeting details to confirm accuracy.
3. Click “Send” to distribute the invitation to all participants.

Step 5: Manage the Meeting

1. Manage the meeting details, track responses, and make any necessary updates directly from the shared mailbox calendar.
2. To make changes, open the meeting in the shared mailbox calendar, update the details, and click “Send Update.”