How to change an existing MS Teams meeting link sent to an individual with an all-day meeting room Teams link

Question

I have set-up an all-day meeting in a dedicated meeting room with a Teams link. I have also set up individual teams meetings for all of the participants to join at different times throughout the day. How can I add the meeting room Teams link to the individual Teams invitations for each of the participants, i.e. change their Teams link to the meeting room link, so they all have the same link.

Answer 1

Dear @Diamond,

At this time, Microsoft Teams generates a unique meeting link for each scheduled meeting, and the Teams link associated with an invite (including the Calendar “Join” button experience) cannot be replaced with the link from another, separate Teams meeting.

That said, there are two practical approaches you can use to achieve the outcome you want:

Option 1: If the goal is for everyone to join the exact same online meeting room, the most reliable option is to use a single Teams meeting as the “meeting room” for the entire day, and then schedule the individual time-slot calendar entries without generating separate Teams meetings. This avoids multiple different Teams join experiences and ensures one consistent meeting room link is used.

Option 2: Alternative approach (keep individual invites, but add the room link) If you need to keep the individual invitations, you can copy the meeting room’s join link and paste it prominently into each individual invite so attendees can use that room link. Microsoft provides a way to copy the join link from a Teams meeting (Share > Copy join link) and share it via email or calendar content.

Please note: this adds the room link as an additional join option in the invite body, but it does not replace the invite’s original Teams meeting join action for that separate meeting.

I hope the information shared helps point you in the right direction. Please try the steps above and let me know if they work. If not, we can continue working together to narrow this down.

The first response may not always resolve the issue right away, but with your help and more details, we can work toward a solution.

As a moderator, I do not have the tools to investigate your specific account directly because this is a user-to-user support forum. Our role is limited to providing technical support on reported issues, requests, or ideas. However, I will try my best to support as clearly as possible.

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