Outlook meeting invites are being sent to unintended users in my organization

Sierra Garcia 0 Reputation points
2026-08-19T14:01:48.83+00:00

When someone creates an Outlook meeting and invites only me, other users within my organization are also receiving the meeting invitation or having the meeting block time on their calendars.

I have checked my Outlook Calendar sharing and permissions. Several coworkers have "Can view all details" access to my calendar, but they are not delegates and should not be receiving meetings intended for me.

I am trying to determine whether this could be caused by an Outlook/Exchange setting, calendar permissions, a distribution group, mailbox configuration, or another Microsoft 365 setting.

This also occurs with meetings that include Zoom. Our IT team may need to investigate the Exchange configuration, but I would appreciate guidance on what settings should be checked and what could cause an invitation addressed to one user to affect multiple users' calendars.

Microsoft Teams | Microsoft Teams for business | Meetings and calls | Schedule meetings
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  1. Heimerdinger 295 Reputation points Independent Advisor
    2026-08-19T14:32:24.34+00:00

    Hi @Sierra Garcia, 

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

    To help narrow down the cause, could you please clarify the following: 

    • Does this happen with all meeting invitations, or only with meetings created by specific users? 
    • When other users receive the invitation, do they receive an actual meeting invitation email, or does the meeting simply appear on their calendars? 
    • Does this happen to all users in your organization, or only to specific users? 
    • Are the affected users only those who have access to your shared calendar, or are there users without calendar permissions who are also receiving these invitations or seeing the meetings appear on their calendars? 
    • Could you check whether there are any Inbox rules, forwarding rules, or mailbox forwarding settings configured on your account that automatically forward emails, including meeting invitations, to other users?  User's image

    Could you please ask one of the affected users to provide a screenshot of their Shared Calendar settings in Outlook (with any personal information removed)? 

    In particular, please have them check Outlook on the web > Settings > Calendar > Shared calendars and look for the "Send me email notifications for the following shared calendars" setting, as shown in the screenshot below. 

    User's image

    If your shared calendar appears in that list and the checkbox is selected, please try clearing (unticking) the checkbox and then click Save. This setting can cause users to receive email notifications when events are created or updated on a shared calendar. 

    Thank you again for your time and understanding.  I really appreciate your patience, and I’m here to help. Looking forward to your response.    

    If the answer is helpful, please click "Yes". If you have extra questions about this answer, please click "Comment".    

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