NEW feature: Teams - Send Individual Channel Meeting Invites to Members

Posted on:  05/29/2024
NEW feature: Teams - Send Individual Channel Meeting Invites to Members

 

 

 

 

New Feature: Teams Channel Meetings Invites

Intro

Hello, I am Chris Menard. Microsoft Teams has introduced a great new feature that addresses a common problem many of us have faced. In the past, when you sent an invite to a Teams channel, some people would receive the invite while others wouldn't.

This inconsistency led to a lot of frustration and comments on my YouTube channel. Thankfully, the new feature is here to resolve this issue. Let me show you how it works.

Meeting with Invites

I'm using the Teams desktop app, but you can also do this from the web. To begin, navigate to the calendar and schedule a new meeting. For this example, I will call the first meeting "Test One". In the "Add required attendees" field, I'm going to leave it empty and stick with the default time.

Next, click on "Add Channel" and select the appropriate channel. For this demonstration, I'll choose the "Department Accounting" team and the "Accounts Payable" channel. Here is where the new feature comes into play—there is an option to "Send personal invites".

By turning this feature on, everyone in the "Department Accounting" team who follows the "Accounts Payable" channel will receive a personal invite. This will ensure the meeting appears on their calendar. To illustrate, Carol is a member of this channel, so let's see how the invite appears in her email.

Once I send off the invite, it should show up in Carol's inbox. And there it is, just as expected.

Meeting No Invites

Now, let's create another meeting but without using the new feature. I'll call this one "Test No Email" and set it for a different time, say 10:00 AM to 10:30 AM. I will follow the same steps—add the channel "Accounts Payable"—but this time, I will leave the "Send personal invites" option turned off.

After sending off this invite, both meetings will be listed on my calendar. However, the second meeting will not generate an email invite to the channel members.

Email Received

Let's take a closer look at Carol's email. For the first meeting, she receives an email notification from the "Department Accounting" team. The email clearly outlines the meeting details, and she can respond directly from her inbox.

When she accepts the invite, the meeting is automatically added to her calendar. This is a convenient way to ensure that all team members are aware of the meeting and can easily join.

Add Meeting to Calendar with No Email Received

Now, what about the second meeting that didn't generate an email invite? Carol can still add this meeting to her calendar, but she needs to take a few extra steps. She should navigate to Teams, go to the "Department Accounting" team, and then to the "Accounts Payable" channel.

Here, she will find the "Test No Email" meeting listed. By opening the meeting details, she can manually add it to her calendar. Though this method requires a bit more effort, it ensures that she won't miss any important meetings.

In conclusion, the new feature in Microsoft Teams that allows for sending individual channel meeting invites is a significant improvement. It ensures that all team members receive the invite and can easily add the meeting to their calendar. This feature is especially useful for large teams where communication consistency is crucial.

Feel free to subscribe to my YouTube channel for more tips and tutorials on Microsoft Teams, Excel, and other productivity tools. Thank you for reading!

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Chris Menard

Chris Menard is a certified Microsoft Trainer (MCT) and works as a full-time Trainer at BakerHostetler - one of the largest law firms in the US. He runs a YouTube channel with 900+ technology videos that cover various tools such as Excel, Word, Zoom, Teams, Gmail, Google Calendar, and Outlook. To date, the channel has helped over 20 million viewers. Menard also does 2 to 3 public speaking events every year, presenting at the Administrative Professional Conference (APC), the EA Ignite Conference, the Support Staff Conference, the University of Georgia, and CPA conferences. You can connect with him on LinkedIn at https://chrismenardtraining.com/linkedin or watch his videos on YouTube at https://chrismenardtraining.com/youtube.

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