How to fix Webinar that is creating Townhalls

Question

Hello,

I create webinars each month for outside organizations. I create Webinars and all settings say Webinar but I do not have the ability to resend the personalized registration links. I have tried everything in Microsoft Copilot and nothing has changed. I am having new issues from many participants not getting their confirmation links.

I first need help with ensuring I am creating Webinars so I can send personal links.

Answer 1

Dear @Darla Fisher, 

Thank you for posting your question in the Microsoft Q&A forum.   

I understand how inconvenient it is for your external participants to reliably receive their personalized registration links and confirmation emails. 

Teams offers three event types: Meetings, Webinars, and Town halls. They may look similar, but only Webinars support personalized registration links and automated confirmation emails. Town halls are broadcast‑style events, so those registration tools do not appear. 

Sometimes the Webinar option is hidden or restricted by the organization’s Events policy. When this happens, the scheduling form may default to Town hall. An admin needs to enable Allow webinars and adjust the Who can register setting. If the “For everyone” field is grayed out, resetting the policy and waiting for it to update. 

Step 1: Ensuring the event is created as a true Webinar 

Note: You can also refer to the steps highlighted in the Q&A Assist guidance. 

• Open the Teams Calendar and select New meeting. 
• Choose the Webinar option. 

• Enter your event details. 
• Open the Registration section and configure your capacity, registration form and approval settings if you use Teams Premium. 
• Publish the event site. Publishing activates the registration page and the automated confirmation email flow. 

• Copy the registration link and share it with your participants. 

Once the event is published, Teams automatically sends each registrant a confirmation email containing their personalized join link and an attached calendar file.  

Note: A reminder email also goes out one hour before the event. If you are using Teams Premium, you can adjust the timing and content of this reminder. 

Manage webinar registration in Microsoft Teams - Microsoft Support 

Manage webinar emails in Microsoft Teams - Microsoft Support 

Step 2: About resending personalized registration links 

Currently, Teams does not include an organizer button that allows resending a registrant’s personalized confirmation email on demand. I understand this limitation can be inconvenient, so there are two practical workarounds that you can consider: 

• Option 1: Have the participant register again from your public registration link 

This immediately generates a new confirmation email with a fresh personalized join link. This is the fastest way for participants to regain access when the original message cannot be found. 

• Option 2: Rely on the automated reminder email 

Teams sends a reminder message with the join link one hour before the event start time. If the participant’s email system accepts that message, they will receive the join link again without needing any manual action.  

With Teams Premium, you can update the timing and content of this reminder to suit your audience. 

Step 3: When registrants do not receive any confirmation emails 

Webinar confirmation emails are delivered using Microsoft’s Dynamics 365 email infrastructure. If external participants never receive the messages, even in Junk or Spam, your organization’s administrator may need to review email filtering or allow‑listing to ensure this system is not blocked. 

Your Microsoft 365 admin can also use Exchange Online message trace to confirm whether the messages were sent successfully or filtered by the recipient’s system. 

• Summary checklist for your next webinar: 

I recommend verifying the following items before hosting your next Webinar: 

1/ Confirm that the Webinar option is available when scheduling. If it is missing or restricted, your admin should enable Allow webinars and Who can register in the Events policy. 

2/ Publish the event site after editing your registration form. 

3/ Share the published registration link with your external audience. 

4/ For external participants, ask your admin to validate outgoing email delivery and allow‑listing for Dynamics 365 email. 

5/ If a participant cannot locate their email, ask them to re‑register to instantly receive a new confirmation link. 

Additional information is available in the following resources: 

Issues with Teams webinars - Microsoft Teams | Microsoft Learn 

Get started with Microsoft Teams webinars - Microsoft Support 

Find and fix email delivery issues as a Microsoft 365 for business admin - Exchange | Microsoft Lea… 

Step 4: Contact Microsoft Support 

If the issue continues after completing the checks above, I sincerely recommend your IT administrator create a support ticket via Microsoft 365 Admin Center > Support > Help & Support for further investigation. 

A technical support engineer can perform a remote session to investigate the situation, verify the backend configurations, and run any necessary synchronization tools to resolve the problem. If the issue requires further attention, they can escalate it to a specialized team for deeper analysis.    

As community moderators, we kindly ask for your understanding that our access to internal development details is limited. Our primary role is to guide users toward the appropriate resources and support channels. While we may not have visibility into performing deeper backend analysis, we’ll continue doing our best to support you within the scope of our responsibilities.  

I hope this information is helpful. If you have any questions or need further support, please don’t hesitate to reach out at any time. 

Thank you for your patience and understanding. 

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Answer 2

To ensure events are true Teams webinars with unique personal join links and to improve delivery of confirmation/registration emails, use the following checks and fixes.

1. Confirm that a webinar (not a town hall/meeting) is being created

• In the Teams calendar, select the arrow next to New meeting and choose Webinar (not “Meeting” or “Town hall”).
• On the New webinar page:
  • Enter title, date, time, and description.
  • Add presenters and co-organizers if needed.
  • Verify the access type:
    • Public: open to anyone inside or outside the organization.
    • Your organization: only people in the organization can register.
• Select Save so the webinar is created and registration is enabled.

When created this way, the event is a Teams webinar and attendees receive unique join links tied to their registration.

2. Ensure webinar type supports unique links

• Both in-org webinars and public webinars support unique join links for attendees.
• For each registration, the attendee gets a unique link that is used to join the webinar.

3. Fix issues where attendees do not receive confirmation/registration emails Teams webinar invitations and confirmation messages are sent via the Microsoft Dynamics 365 email delivery service. If many participants are not getting confirmation links, the messages may be blocked or quarantined by spam filtering:

1. Allow the Dynamics email delivery IP addresses

• Add the IP addresses used by the Dynamics email delivery service to the allow list of the organization’s spam filter.
• Follow the spam filter vendor’s documentation to update the allow/allowlist/safe list.

2. Update the default connection filter policy in Microsoft 365 Defender (if still blocked)

• Go to the Anti-spam policies page in the Microsoft 365 Defender portal.
• Select Connection filter policy (Default) (do not tick the checkbox, just click the name).
• In the flyout, under Connection filtering, select Edit connection filter policy.
• Under Always allow messages from the following IP addresses or address range, add one of the Dynamics email delivery IP addresses.
• Press Enter or select the full IP value that appears, then select Save.
• If prompted to enable customization, select Yes and wait for it to complete.

3. If customization is disabled or errors occur

• If adding IPs fails due to customization being disabled:
  • Wait a few hours and try again, adding one IP range at a time and saving.
  • If still blocked:
    • Connect to Exchange Online PowerShell.
    • Run Enable-OrganizationCustomization.
    • After customization is enabled, return to the Defender portal and add the remaining IP ranges, then Save.

Once these IPs are allowed, webinar registration and confirmation emails (with the personal join links) should reliably reach attendees instead of being quarantined.

4. Notes about joining and links

• Each attendee’s unique link is tied to the email address used during registration.
• External presenters must sign into Teams with the same email address that received their presenter join link; otherwise, the link will not work as a presenter link.

If the environment is correctly creating webinars via New meeting → Webinar and the Dynamics IPs are allowed as described, webinars will provide personal registration/join links and significantly reduce missing confirmation emails.

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References:

• Schedule a webinar in Microsoft Teams
• Issues that affect Teams webinars
• Plan for Teams webinars
• Set up a webinar in outbound marketing