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Reusing meeting details for subsequent meetings

Kirsty 0 Reputation points
2025-10-23T13:47:43.5533333+00:00

Quick summary of my question: I want to reuse the meeting/chat details for one meeting in a subsequent follow up meeting without knowing in advance when the second meeting will be called.

The long version: I work with small projects and will often have a a series of events with an unknown number of days between them and the possibility that i may need additional people added for follow on events.

It's for software development, so we will develop then have a test release, fix things then have a subsequent release etc

For the sake of ease of illustration, especially for anyone who does not live and breath software development, I'm going to use a series of meals in a day to show what I want to do.

Currently we have a main discussion thread and then each meal/event has it's own meeting/chat thread. Follow on discussions get lost and can go into any of the previous chats.

I would like to reuse the meeting invite and the accompanying chat for the entire series. I appreciate that some users may be added part way through and I cannot think of a use case when I would not want them to see the previous discussions, in fact it would save a lot of time if they could.

Phase/Event Type Requirements
Planning Chat Initial group. Breakfast time is agreed
Breakfast event Meeting/chat Add guests
Debrief and planning Chat Guests can stay. Lunch time is agreed
Lunch event Meeting/Chat Add new guests
Debrief and planning Chat Guests can stay. Afternoon tea is agreed.

I know that teams can't do this out of the box, but has anyone got a decent workflow that works for this?

I did see a suggestion of setting up a series of recurring meetings and then updating the dates for each, but some of the typically 20 or so people on the invite list are senior managers and it's rude to fill up their inboxes with superfluous meetings.

There's a lot of queries online from people wanting this kind of thing so I'm hoping someone has it figured out.

Microsoft Teams | Microsoft Teams for business | Meetings and calls | Schedule meetings
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  1. Amanda Zhu 80 Reputation points
    2026-03-07T21:36:30.6666667+00:00

    I believe the cleanest Teams-native workflow for your case is a named project group chat, then start each live session from that chat with Meet now. Microsoft’s docs say group-chat meetings keep recordings and messages in the same place, and when you add people to the conversation you can choose how much earlier chat history they see. For “develop, test, fix, retest” cycles with unknown gaps, that usually fits better than trying to force everything through calendar events.

    If you do need calendar holds, the only built-in way Microsoft documents for reusing the same meeting chat is a recurring meeting series. Their docs are explicit that the chat continues across occurrences, but someone invited to only one occurrence won’t see earlier series chat. So the practical pattern is either a persistent group chat plus ad hoc meetings, or a recurring series for the core team and then schedule a meeting from chat when you want a formal invite. I couldn’t find an official Microsoft workflow for merging separate one-off meeting chats after the fact.

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