i cannot send emails to the meeting participants in teams

Question

Participants cannot receive emails about the meeting

Answer 1

Hello @Milat Port Harcourt,

Thank you for reaching out and for describing the issue.

To better understand why meeting participants are not receiving emails, I’ll need a bit more information from you. This will help narrow down whether the behavior is related to meeting type, client, or email delivery settings. Could you please help clarify the following points?

1/ Are you scheduling the meeting using the Microsoft Teams desktop app, Teams on the web, or Outlook? If possible, could you try scheduling the meeting using a different client (for example, switching between Teams app and Teams web) and check whether the same issue occurs?

2/ Is this a channel meeting or a 1:1 meeting?

3/ Are the participants internal users within your organization, external users from another organization, guest users invited into your tenant, or people completely outside your organization?

4/ Does this issue occur for all meetings, or only for specific meetings or users?

Please understand that our initial response may not always resolve the issue immediately. However, with your help and these additional details, we can work together to better identify the cause and determine the appropriate next steps.

I look forward to your reply.

Kind regards,

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Answer 2

Use the following checks and fixes to restore email delivery to Teams meeting/webinar participants.

1. Confirm event type and email behavior

• For standard Teams meetings, invitations are sent by Exchange/Outlook when participants are added to the meeting.
• For Teams webinars and town halls, invitations and notifications are handled by the Teams events email system and, for webinars, can involve Dynamics 365 email delivery.

2. If this is a Teams webinar and invitations are not received Teams webinar invitations are sent via the Microsoft Dynamics 365 email delivery service. These messages can be quarantined or blocked by spam filters.

Do the following:

1. Ask affected participants to check their Junk/Spam folders.
2. If your organization uses security policies for external email, work with the mail admin to:
   • Add the IP addresses used by the Dynamics email delivery service to the allow list of the spam filter. Use the IP ranges listed under public IP addresses for email sending in the Dynamics documentation.
3. If using Exchange Online protection, modify the default Connection filter policy:
   1. Go to the Anti-spam policies page in the Microsoft 365 Defender portal.
   2. Select Connection filter policy (Default) (do not tick the checkbox).
   3. In the flyout, under Connection filtering, select Edit connection filter policy.
   4. Under Always allow messages from the following IP addresses or address range, add one of the Dynamics email delivery IP addresses.
   5. Press Enter or select the IP value shown, then Save.
   6. If prompted to enable customization, select Yes and wait for it to complete.
   7. If an error about customization being disabled appears:
      • Wait a few hours and try again adding one IP range at a time; or
      • Connect to Exchange Online PowerShell and run Enable-OrganizationCustomization, then add the remaining IP ranges and Save.
4. If this is a standard Teams meeting and participants still do not receive emails From the provided context, common causes are:

• The organizer’s or recipient’s address is being treated as spam.
• The user profile has no valid email address.

Actions:

1. Ask participants to check Junk/Spam and, if needed, add the organizer’s address to their Safe Senders list.
2. Have a User Administrator verify in Microsoft Entra ID or Microsoft 365 admin center that each affected user has a correct Email value and the correct primary email/username configured.
3. Check if email notifications are intentionally disabled (audio conferencing) If the issue is specifically with dial-in conferencing emails (conference ID, PIN, etc.) not being sent when licenses are assigned or settings change:
4. In the Teams admin center, go to Meetings > Conference Bridges.
5. Select Bridge settings.
6. Ensure Automatically send emails to users if their dial-in settings change is enabled.
   • If disabled, emails will not be sent and admins must inform users manually.
7. Alternatively, verify via PowerShell that Set-CsOnlineDialInConferencingTenantSettings -AutomaticallySendEmailsToUsers $False has not been applied. If it has, change it to $True to re-enable emails.

If, after these steps, participants still do not receive emails, the mail admin should review anti-spam/quarantine logs and transport rules for blocked or redirected meeting-related messages.

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References:

• Issues that affect Teams webinars
• Emails sent to users when their settings change in Microsoft Teams
• Email notifications from sharing events aren't delivered to recipients
• Manage email communications for events