Shared calendar meeting update emailing everyone

Question

Hello,

I have a shared Outlook calendar that my work colleague and I use to send out meeting invitations. We have only created this recently but noticed an issue with updating those meeting invitations. When we update an attendee list from our personal calendar, it gives the option to only notify the people added/removed but when we update an attendee list linked to this shared calendar it doesn't give us any option to only notify the add/removed. Is there any way to change this- some of our meetings get updated regularly and it is messy to continually have update emails sent to executives.

Thanks!

Answer 1

Hi @ldittoe,

Welcome to Microsoft Q&A, and thank you for reaching out.

Based on your description, could you please verify whether this behavior is consistent? In my testing, when updating the attendee list for a meeting created/managed from a shared calendar, the ‘Send update to attendees’ prompt sometimes appears and sometimes doesn’t.

From my research, Microsoft documentation noting that the ‘Send Update to Attendees’ prompt behavior can vary depending on factors such as Outlook version and the Shared calendar improvements setting.

I suggest you try temporarily turning off ‘Turn on shared calendar improvements’ settings, restart Outlook, and then check whether the prompt appears more consistently when you only add or remove attendees. You can do this by go File > Account Settings > Account Settings, select your account > More Settings > Advanced and untick "Turn on shared calendar improvements"

I hope this helps.

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Answer 2

When using a shared Outlook calendar, the ability to manage meeting updates, including notifying attendees, can be limited. Specifically, when updating meetings from a shared mailbox, the meeting organizer may not have the option to selectively notify only those attendees who were added or removed. Instead, the updates are typically sent to all attendees, which can lead to excessive notifications, especially for frequently updated meetings.

To manage this situation, it is recommended to ensure that the meeting is updated directly from the shared mailbox calendar by a delegate who has the appropriate permissions. However, if you are experiencing issues with notifications, there may not be a direct way to change this behavior within the current limitations of Outlook for shared calendars.

For more effective management of meeting updates, consider reviewing the permissions and settings of the shared mailbox and ensuring that the updates are made by the correct delegates. Unfortunately, the default behavior of sending updates to all attendees cannot be changed within the shared calendar framework as it currently stands.

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References:

• Teams meeting features for shared mailboxes