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Can I amend a placeholder Teams invite sent by another user who has since left our organisation, or can I set up a fresh placeholder for a MS Teams Town Hall and if so how?

Silver, Jo (NNUHFT) 20 Reputation points
2025-11-26T10:09:33.7733333+00:00

We have a MS Teams Town Hall set up which I have access and the appropriate permissions to edit. I need to edit the Placeholder for this Town Hall, but that Placeholder was set up by someone who has since left the organisation. How can I edit the Placeholder? Or can I set up a fresh placeholder and if so, how? Do I do this in Teams or in Outlook and how? I cannot find information written in a way I can follow about sending Placeholder invitations for Teams' Town Hall meetings.

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  1. Tina L 8,420 Reputation points Microsoft External Staff Moderator
    2025-11-26T11:44:06.24+00:00

    Hello @Silver, Jo (NNUHFT),  

    Thank you for reaching out to the Q&A forum! 

    For your situation, please take note this point:  

    Currently, in Microsoft Teams, only the original organizer has the right to edit meeting details or the placeholder invitation. Even if you have co-organizer permissions, you still cannot change the time, content, or resend the invitation to attendees. 

    So, as you mentioned, the best approach now is to create a new placeholder. Regarding your concern about not finding information written in a way you can follow about sending placeholder invitations for Teams Town Hall meetings, I will provide detail explanation and guidance: 

    Microsoft does not have a dedicated “placeholder” feature for Town Hall events or Teams. A placeholder is simply a regular Teams meeting invite sent ahead of time to block participants’ calendars before the actual Town Hall is scheduled. 

    So, you can easily create the placeholder as a regular meeting invite through either Outlook or Teams:

    • In Outlook: you open your Calendar, select New Meeting, add a title such as “Town Hall Placeholder”, set the date and time and then you add attendees and send the invite. 

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    • In Teams: you go to Calendar, select New Meeting, enter the title and time, add attendees and send the invitation. 

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    Note: You can adjust the meeting options if you wish, but it’s not mandatory for a placeholder. However, I strongly recommend adding a clear message in the body of the placeholder invite, such as:

    This placeholder is for calendar purposes only. Please use the link below to join the official Town Hall event:* [Insert the official Town Hall link here]*

    This ensures attendees do not confuse the placeholder with the actual event.

    Once again, thank you again for raising this issue; it’s helped broaden my understanding. I hope you understand that I want to help as much as I can within the scope of this forum.      

    Looking forward to hearing from you! 

    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. 

    1 person found this answer helpful.

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  1. Q&A Assist
    2025-11-26T10:09:42.7666667+00:00
    AI generated content. This question contains an answer created with AI from Q&A Assist. Learn more

    To edit a placeholder Teams invite set up by another user who has since left your organization, you typically need to have the appropriate permissions. If you have access to the Teams Town Hall and the necessary permissions, you should be able to edit the existing placeholder directly in Microsoft Teams. However, if you encounter restrictions or cannot edit the existing placeholder, you can create a new placeholder invite.

    You can set up a fresh placeholder for a Microsoft Teams Town Hall either in Microsoft Teams or Outlook. Here’s how you can do it in both:

    In Microsoft Teams:

    1. Go to the Calendar tab on the left side of the Teams app.
    2. Click on New Meeting.
    3. Fill in the meeting details, including the title, date, time, and any other relevant information.
    4. Under Add channel, select the channel where you want to host the Town Hall.
    5. Click Save to send out the placeholder invite.

    In Outlook:

    1. Open Outlook and go to your calendar.
    2. Click on New Teams Meeting.
    3. Fill in the meeting details, including the subject, start and end times, and any other necessary information.
    4. Click Send to send out the placeholder invite.

    This way, you can either edit the existing placeholder (if possible) or create a new one as needed.

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