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How to Access Teams Attendance Reports for Shared Mailbox Meetings
Question details
Users need to access or download Microsoft Teams attendance reports for meetings that were organized using a shared Outlook mailbox.
- Product
- Microsoft Teams
- Device & OS
- not provided
- Scenario
- Trying to view or download a meeting attendance report when the meeting was created via a shared mailbox rather than a personal account.
- Observed behavior
- The attendance report and the Attendance tab are missing or inaccessible when the meeting is opened from a personal account.
Ensure you have delegate or full access permissions to the shared Outlook mailbox where the original Teams meeting was organized.
Assign Yourself as a Co-organizer via the Shared Mailbox
Modify the meeting options from the shared mailbox calendar to grant yourself co-organizer privileges, unlocking access to the attendance report.
By default, only the original organizer can see the attendance report. Adding your personal account as a co-organizer overrides this limitation without allowing all attendees to download the file.
Navigate to the shared mailbox calendar in Microsoft Outlook where the meeting was originally created.
Double-click the specific Teams meeting to open it, then click on 'Meeting Options'.
In the Meeting Options page, locate the 'Choose co-organizers' field and add your personal Microsoft account, then click 'Save'.
Open the meeting chat using your personal account. The Attendance tab and the attendance file should now be visible and available for download.
Enable Attendee Download in Meeting Options
If you cannot modify the meeting yourself, ask the main organizer to allow attendees to download the attendance list.
Sign in Directly Using the Shared Mailbox Account
If your organization allows direct sign-in for shared accounts, you can access the report by logging in as the shared mailbox.
Manage Your Exported Attendance Reports with WPS Office
While Microsoft Teams handles your meeting attendance, WPS Office is the perfect free and lightweight alternative to Microsoft Office for opening, editing, and analyzing your exported attendance CSV and Excel reports. Enjoy a familiar interface and seamless format compatibility without the hefty subscription fees.
- 1. Open Your Report: Launch WPS Spreadsheet and open the CSV attendance report downloaded from Microsoft Teams.
- 2. Analyze Data: Use built-in filters and formulas in WPS Spreadsheet to easily calculate total attendee duration and participant metrics.
Frequently Asked Questions
Why can't I see the Attendance tab for a shared mailbox meeting?
When a meeting is created via a shared mailbox, the personal account accessing it is often treated as a standard attendee rather than the organizer. This default behavior hides organizer-only features like the Attendance tab unless you are specifically assigned as a co-organizer.
Can standard attendees download the Teams attendance report?
By default, only organizers and co-organizers can download the attendance report. However, the organizer can enable the 'Allow attendees to download attendance list' toggle within the Meeting Options to grant access to everyone.
How do I open the exported Teams attendance CSV file?
Once downloaded, you can open the CSV file using spreadsheet software like WPS Spreadsheet or Microsoft Excel. This will allow you to view organized columns detailing the names of attendees, join times, and leave times.
Why does opening Meeting Options from a shared calendar take several attempts?
Browser cache and active session conflicts between your personal Microsoft account and the shared mailbox can cause authentication delays. Clearing your browser cache or using a private/incognito window usually resolves this issue.
