Unable to edit one of the published town hall emails

Question

Unable to edit one of the published town hall emails

GIBH (Girija Mannohar) 0

Dear Team,

I created two town hall events yesterday, and after publishing both, I realized that the final email needed some correction. I was able to edit the content for the first town hall event, and the preview looked good. However, I was not able to edit the email for the second town hall event. I am using MS Teams Premium. Kindly advise.

User's image

3 answers

Your answer

Answer 1

Dear @GIBH (Girija Mannohar),

Thank you for reaching out to the Microsoft 365 Q&A community. We are happy to help you with this issue.

I understand you are unable to edit the invitation email for your second published town hall event in Microsoft Teams Premium, even though the "Edit" button works correctly for your first event.

We sincerely apologize for the inconvenience and frustration this has caused, especially after the events are already live. The behavior you're describing, where one event works and the other doesn't, often points to a client-side caching or a synchronization issue with that specific event.

Let's try a few steps to resolve this:

Step 1: Try a different team's client

The issue may be isolated to the client you are currently using.

If you are using the Teams desktop app: Please try to edit the event using the Teams web app at Sign In | Microsoft Teams
If you are on the Teams web app: Please try using the Teams desktop app instead.

Step 2: Clear Your Cache

A cached-in error might be preventing the "Edit" function from loading.

For the Teams Desktop App: Please follow the steps in this guide to clear your Teams cache: Clear the Teams client cache - Microsoft Teams | Microsoft Learn
For the Teams Web App (in a browser): Please clear your browser's cache and cookies. A simpler way to test this is to open a Private (Edge/Firefox) or Incognito (Chrome) browsing window and try to edit the email from there.

Step 3: Verify Policy Settings:

(Please note that if you are a user you will need to ask your global administrator to perform these steps)

Go to Teams Admin Center > Meetings > Events Policies.
Ensure Customize event emails (or Allow email editing) is toggled On.

User's image

If it’s Off, organizers cannot edit email templates after publishing.

Step 4: Assign policy to your account:

If you created a custom policy, confirm it’s assigned to your user account.
Changes may take up to 24–48 hours to apply.

If the setting is already On and the issue persists, please try editing via Teams Web App or contact your Teams administrator to confirm permissions.

For detailed guidance, refer to this official Microsoft documentation:

Manage email communications for events - Microsoft Teams | Microsoft Learn

I truly hope you understand that the initial steps I suggested may not have completely resolved the issue, as there might still be underlying causes, we haven't uncovered yet. Please know that I’m here with you every step of the way, ready to work together and do everything I can to help troubleshoot and find the best solution.

Please let me know if you need further assistance.

If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".

Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread. User's image

Sophie N 8,600 Reputation points Microsoft External Staff Moderator

2025-11-01T01:52:37.68+00:00

Dear @GIBH (Girija Mannohar),

I hope you’re doing well. I just wanted to check in and see how things are going with the steps I shared earlier. If you ran into any difficulties at any point or if something is unclear, please don’t hesitate to let me know. I completely understand that these processes can sometimes be tricky, and I’m here to make it as easy as possible for you.

Feel free to share any details or questions you might have, I’m ready to listen and assist you further.

Answer 2

GIBH (Girija Mannohar) 0

Hello Team,

Thank you for the prompt follow up. I followed all the provided instructions, but unfortunately, I was not successful. I had to cancel the published event and create a new one, which resolved the issue.

It appears the problem was related to attendee email responses. I had disabled this feature to avoid receiving a large volume of accepted, tentative, or declined replies. However, with this option turned off, the organizer is unable to edit the event after the invitation is published .

Additionally, I recommend enabling the “forward” option. This would allow anyone who was missed or new colleagues not included in the distribution list to join. Since this townhall includes participants from over 40 countries, it is challenging to keep updating the participant list, and each update results in a large number of email responses. Please let me know your thoughts.

Sophie N 8,600 Reputation points Microsoft External Staff Moderator

2025-11-01T02:24:20.3833333+00:00

Dear @GIBH (Girija Mannohar),

Thank you for providing such a detailed update and for taking the initiative to resolve the issue by creating a new event. Your explanation about the attendee email response setting is very helpful, and we appreciate you highlighting this behavior.

Your recommendation to enable the “forward” option makes a lot of sense, especially for large-scale events like this townhall with participants from multiple countries. We will review this suggestion internally and share feedback with the relevant team.

Thank you again for your cooperation and for helping us improve the process. Please feel free to reach out if you have any additional thoughts or questions.

Answer 3

GIBH (Girija Mannohar) 0

Thanks a lot. Looking forward to see the changes.

Also I would like to talk to any town-hall technical expert on few other features.

please let me know if it is possible

Regards,

Girija Mannohar

Sophie N 8,600 Reputation points Microsoft External Staff Moderator

2025-11-01T03:31:09.6466667+00:00

Dear @GIBH (Girija Mannohar),

Thank you for sharing your suggestions and for your interest in improving the experience. We truly appreciate your input and will make sure it is considered by the relevant product team.

Regarding your request to speak with a town-hall technical expert, this community is designed for peer and product support, and we do not have a dedicated expert available for direct consultation. However, you are welcome to continue posting your questions here, and our community members and moderators will do their best to assist you.

Thank you again for your understanding and cooperation. Please feel free to share any additional questions or ideas in the forum.
GIBH (Girija Mannohar) 0 Reputation points

2025-11-01T12:12:18+00:00

Sure.

In the town hall invite presenters field, could we have an option to include a distribution list? We have a leadership team who are usually in the green room—either taking questions or presenting a topic. Currently, we have to manually add their initials one by one, which is quite tedious. Since distribution lists are allowed in the attendee field, why aren’t they supported for presenters?

Also, would it be better to create a single town hall invite for both presenters and attendees, or should we send one town hall invite to presenters and a separate Outlook invite to attendees with the town hall link included? Our goal is for presenters to join a few minutes before the attendees. If presenters join early using the town hall link, will attendees receive a notification to join at the same time?
GIBH (Girija Mannohar) 0 Reputation points

2025-11-01T12:43:18.1+00:00

Also, I just realised that I hadn’t booked a meeting room for the presenters a few minutes before the actual town hall. I’d like to update the invite to include a meeting room that’s available slightly earlier, but doing so will trigger an email to over 1,000 attendees again.

Is there a way to have a ‘Save’ option instead of only ‘Save and send updates’, or perhaps both—so we can choose the one that’s relevant? This would help avoid unnecessary notifications when making minor updates that don’t affect all invitees.
Sophie N 8,600 Reputation points Microsoft External Staff Moderator

2025-11-04T00:51:10.3066667+00:00

Dear @GIBH (Girija Mannohar),

Thank you for reaching out with these detailed questions. Please find answers and recommended approaches below:

1. Adding a Distribution List for Presenters

Currently, Microsoft Teams Town Hall only supports adding individual presenters, not distribution lists. This is because presenter permissions (e.g., managing content, admitting attendees) require mapping to specific accounts. Attendee fields do support distribution lists.

For details: Schedule a town hall in Microsoft Teams - Microsoft Support

2. One Invite vs. Separate Invites

We recommend creating one town hall invite for all attendees and presenters. Presenters can join early using the Green Room feature without triggering attendee notifications. Attendees will only join after you start the event.

More info: Plan for Teams town halls - Microsoft Teams | Microsoft Learn

If you need a physical meeting room or a pre-brief session, create a separate Outlook/Teams meeting for presenters only.

3. Will Attendees Be Notified if Presenters Join Early?

No. Attendees remain in the lobby until you click Start meeting. Presenters can prepare in the Green Room without alerting attendees.

4. Updating the Invite Without Notifying All Attendees

Outlook offers options like “Save changes but don’t send updates” or “Send updates only to added or removed attendees”, depending on your Outlook version. For large meetings, these prompts may not always appear.

Reference:

Using the green room in Microsoft Teams - Microsoft Support

Host a town hall in Microsoft Teams - Microsoft Support

If you need to add a room for presenters, the best practice is to create a separate prep meeting to avoid notifying all attendees.

I hope this article will provide you with a clear and effective solution. I would be happy to assist further.

If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".

Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.

Share via

Unable to edit one of the published town hall emails

3 answers

Your answer