GDPR

Question

When inviting attendees to a meeting, how do I keep the email addresses private so they cannot be seen by the other attendees? 

Moved from Windows 10  / Calling and messaging

Answer 1

Hi MichaelDavis01, 

Many thanks for your reply and let us know above details. 

However, based on my knowledge and tests, if you send an invitation by entering the email addresses of two interviewers and an applicant in Teams, in this way, we cannot hide participants email addresses.

So, regarding your situation and to meet your requirement, you are recommended to create an Office 365 group, add these two fixed interviewers to this group, then every time you need to schedule a meeting, you need to delete the previous applicant and add the new applicant to this group, then you can schedule the meeting from Outlook as I suggested in my first reply. 

I understand this method may be a bit cumbersome, but this method is currently the only way to meet your needs. Given this situation and to improve our features in the future, I suggest you can send your feature request and feedback to our development team in the **UserVoice**forum.

Microsoft will consider every constructive opinion and design new features based on customer's suggestions, thanks for your time and valuable comments.

Best regards,

Jennifer

Answer 2

Hi MichaelDavis01,

During a team meeting, all internal attendees should be able to see the email address of other internal attendees. 

However, we can use the following steps to prevent internal participants from viewing the email addresses of external participants, and external participants cannot view the email addresses of internal participants: 

1. Create an Office 365 group.
2. Add all external and internal attendees to this group.
3. Schedule a team meeting from Outlook, then send the meeting invitation to the office 365 group you created in step1.

Hope above information helps. Feel free to test this on your side and share the result with us at your convenience.

Best regards,

Jennifer

Thank you for your considered response. My need is slightly different to what you are suggesting.

I act as a Facilitator for a Professional Engineering Institution. My organisation has a Microsoft Teams account. As a facilitator I organise very specific meetings as we are running virtual interviews using Microsoft Teams. I go straight to the calendar in Teams and organise a meeting. When I invite the other three participants (two interviewers and an applicant, but these three participants will not have an account) to a scheduled meeting (i.e. the interview) their email addresses can be seen by all participants which under GDPR we have to avoid. Typically I will run four of these meeting per day with only the applicants changing. The following week I would have another four interviews with different participants. (Again two interviewers and an applicant who will change). 

My question is, is there an easy way to "hide" the email addresses of the involved parties? We do not want any communications between the parties either before or indeed after the interview!!!

Answer 3

Hi MichaelDavis01,

During a team meeting, all internal attendees should be able to see the email address of other internal attendees. 

However, we can use the following steps to prevent internal participants from viewing the email addresses of external participants, and external participants cannot view the email addresses of internal participants: 

1. Create an Office 365 group.
2. Add all external and internal attendees to this group.
3. Schedule a team meeting from Outlook, then send the meeting invitation to the office 365 group you created in step1.

Hope above information helps. Feel free to test this on your side and share the result with us at your convenience.

Best regards,

Jennifer