Calendar Problems

How to Add a Bookings Guest Email to Meeting Attendees in Microsoft Office

Huma Ashraf Ch Sep 29, 2026 869 views

Question details

The user wants to know how to add or move a guest's email address from the meeting description to the required attendee list in Microsoft Bookings.

How to Add a Bookings Guest Email to Meeting Attendees

Product: Microsoft Bookings
Device & OS: not provided
Scenario: Managing calendar appointments and ensuring clients or guests are correctly listed as attendees for automated meeting invitations.
Observed behavior: The guest's email address and contact details appear in the meeting description or body rather than the official meeting attendee field.

Before you start

Verify your Microsoft 365 subscription tier, as alternative features like 'Bookings with me' or Power Automate workflows may require specific business or enterprise licenses.

Solution 1Recommended

Switch to 'Bookings with me' in Outlook

Use Outlook's personal booking page, which follows standard meeting invitation workflows and adds guests directly to the attendee list.

If you do not strictly require the shared business features of Microsoft Bookings, 'Bookings with me' is a built-in Outlook feature that solves this problem seamlessly. It integrates with your personal calendar and automatically adds the person booking the meeting to the attendee field.

Open Outlook on the web

Access the bookings page

Click on the 'Create bookings page' or 'Edit bookings page' option located on the left navigation pane.

Configure and share

Set up your preferred meeting types, save the changes, and share your personal booking link with clients or guests.

Expected Behavior: When a customer books through this link, they will be automatically added as a required attendee in the resulting calendar event.

Solution 2

Set up an automation to update attendees

Use an automation tool like Power Automate to parse the guest email from the booking data and append it to the calendar event.

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Frequently Asked Questions

Why does Microsoft Bookings put the guest email in the meeting description?

By default, Microsoft Bookings treats the Bookings mailbox and the assigned staff members as the required attendees. The customer's details are stored as appointment metadata and printed in the meeting body rather than the attendee field.

Is there a built-in setting to change this attendee behavior in standard Bookings?

Currently, the architecture of standard Microsoft Bookings does not offer a native toggle or setting to force the customer email into the required attendees field. You must use workarounds like Power Automate or 'Bookings with me'.

Do I need a special license to use 'Bookings with me'?

Yes, 'Bookings with me' is typically available for users with qualifying Microsoft 365 subscriptions, including A3, A5, E3, E5, Business Standard, and Business Premium licenses.

Outlook & Email Problems