How can I add a participant to a scheduled meeting?

Question

How can I add a participant to a scheduled meeting?

Clarke Ariana 0

I have already scheduled a meeting and would like to add another participant to it. What steps do I need to follow to add additional attendees to an existing meeting invitation?

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2 answers

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Answer 1

Hi @Clarke Ariana

Based on the information you provided, I understand that you have already scheduled a meeting and would like to add another participant to the existing meeting invitation.

After conducting some research, I recommend referring to the steps below to add the additional attendee.

-If the meeting was created in Microsoft Teams

Open Microsoft Teams.
Select Calendar.
Select the existing meeting.
Select More options > Edit or View event > Edit.
Enter the name or email address of the person you want to add in the Invite required attendees field.
To add the person as an optional attendee, select Response options > Add optional attendees.
Select Send to send the updated invitation.

The newly added attendee will automatically receive an invitation, and the meeting will appear on their Teams calendar.

-If the Teams meeting was created in Outlook:

+You can add attendees directly from the existing calendar invitation, provided you are the meeting organizer. If you organized the meeting:

Open Outlook and go to Calendar.
Double-click the existing meeting to open it.
If it is recurring, choose whether to edit:
- This event
- This and all following events
- The entire series
Add the participant’s name or email address in the Required or Optional attendee field. You can also use Scheduling Assistant to check availability.
Select Send Update or Send.
If Outlook asks who should receive the update, choose Only added or removed attendees to avoid sending another notification to everyone. If other meeting details changed, choose All attendees.

Ref: Update or cancel a meeting you organized

-If you did not organize the meeting:

You generally cannot directly modify the attendee list. Instead:

Open the meeting from your calendar.
Select Forward.
Enter the additional participant’s email address.
Add an explanatory message if needed.
Select Send.

The organizer will be notified that you forwarded the invitation. If Allow forwarding was disabled by the organizer, the Forward option will not be available, and you will need to ask the organizer to add the person.

Ref: Forward a meeting in Outlook

Note: For a recurring meeting, check carefully whether the new participant should attend only one occurrence or the entire series before sending the update.

Answer 2

To add a participant to an existing scheduled meeting in Microsoft Teams:

Open Teams and go to Calendar.
Open the existing meeting.
In the Required attendees field, add the new person.
- To add an optional attendee:
  - In the new calendar, select Response options > Add optional attendees.
  - In the classic calendar, select Optional + in the Add required attendees field.
Select Send update.

If the meeting was created in Outlook and is being viewed in Microsoft Teams Free, attendee changes can’t be made in Teams Free. In that case, sign in to Outlook.com, open the meeting in the calendar, and edit the attendees there.

If the meeting is already in progress, it’s also possible to add someone from the meeting window:

Select People in the meeting controls.
Type the person’s name or phone number in the Type a name field.
Select Request to join.

References: