Using Teams Calendar and Loop for Recurring Meetings Management

Question

Using Teams Calendar and Loop for Recurring Meetings Management

Lemons, Kathryn 20

I'm attempting to use the new Teams calendar to set up a recurring meeting for a channel while utilizing Loop for the agenda and meeting notes. I created the recurring meeting and added the Loop agenda element to ensure that each occurrence of the meeting automatically includes the Loop agenda.

Here are the specific questions:

Our meeting is scheduled weekly but often gets cancelled or changes to an informal lunch. When that happens, it's crucial to delete the agenda for that particular occurrence, but all documentation indicates that I can go to the Loop page for that agenda, click on the three dots, and select delete. However, that option does not appear for me, and I am the one who created the meeting.
Additionally, there may be instances when I want to move an agenda from one occurrence of the meeting to another. What is the best way to do that? The goal is to avoid having several agendas or notes that are empty and cluttering our documents.
Is there a method to set a location for the notes of this meeting so that all occurrences of the meeting notes are automatically stored in the same place? This could either be within Teams or on a Loop workspace.

If others are using Teams meetings in this manner and have developed an effective workflow, sharing insights would be greatly appreciated. It seems that Loop is still quite new, and resources beyond the basics are limited.

Lemons, Kathryn 20 Reputation points

2025-08-24T15:47:04.44+00:00

Thank you Ruby. This answer helped. On a related note. When using Team Channel Meetings, is there a way to have a co-organizer of the meeting without having to invite them separately? It seems, in my testing and experimenting, that if I invite a member who is already in the channel individually so that I can make them co-moderator of the meeting, then they get two invites and it gets duplicated on their calendar, is taht correct?

If I make that person a co-owner of the channel instead will that allow them to modify any channel meetings?

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Lemons, Kathryn 20 Reputation points

2025-08-24T15:47:04.44+00:00

Thank you Ruby. This answer helped. On a related note. When using Team Channel Meetings, is there a way to have a co-organizer of the meeting without having to invite them separately? It seems, in my testing and experimenting, that if I invite a member who is already in the channel individually so that I can make them co-moderator of the meeting, then they get two invites and it gets duplicated on their calendar, is taht correct?

If I make that person a co-owner of the channel instead will that allow them to modify any channel meetings?

Answer 1

Ruby-N 1,750 Microsoft External Staff Moderator

Dear @Lemons Kathryn,

Welcome to the Q&A Community.

Thank you for sharing your concerns. I understand how important it is to manage meeting notes efficiently. At this time, Loop offers limited functionality for deleting meeting notes, which can be challenging in dynamic meeting environments.

Regarding your other questions, if you need to move an agenda between meeting occurrences, you can open the original Loop component, use the “Copy link” option, and paste (Ctrl + V) it into the chat of the new meeting. This helps maintain continuity without creating unnecessary clutter, though it does still generate a new agenda that includes the previous content.

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To centralize your meeting notes, I recommend creating a dedicated Loop workspace for your recurring meetings.

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During each session, use the “Add to Workspace” option to store notes in that shared space.

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This ensures all notes remain accessible in one location, even if meetings are canceled or rescheduled. Notes added to a workspace can be deleted if needed.

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I hope these workaround can help mitigate some of the disruption and make your workflow a bit smoother. I sincerely apologize that the feature you’re looking for have limitation. At Microsoft, we greatly value user feedback and continuously strive to enhance our products.

As moderators in the community, please be aware and accept that we are not responsible for the design of the product and that we have limited resources for detailed information about Microsoft products. We help guide users to the appropriate channels but do not influence product design decisions.

I recommend submitting your feedback via the Microsoft Feedback Portal or directly through any Microsoft 365 app by going to Help > Feedback or File > Feedback. Feedback with more votes is more likely to be reviewed and considered by the product team for future updates. User's image

Later on, the development team will put it into Microsoft 365 Roadmap | Microsoft 365

Your feedback is valuable and contributes to the ongoing improvement of Microsoft 365 products. If there’s anything else I can assist you with, please don’t hesitate to let me know.

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Ruby-N 1,750 Reputation points Microsoft External Staff Moderator

2025-08-19T15:58:34.8333333+00:00

Good day @Lemons Kathryn,

Hope things are running smoothly on your end.

Following up on the support thread we've been working on. I hope the information I shared in my previous answer resolve the issue you were facing. If you are still facing the same issue or need assistance with anything else, kindly respond to this email, and I will be happy to help.

We want to make sure everything is working as expected and that your experience remains uninterrupted.

Thank you for your patience and understanding throughout the troubleshooting process.

I look forward to hearing from you soon.

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Lemons, Kathryn 20 Reputation points

2025-08-24T16:03:17.6533333+00:00

Thank you Ruby. This answer helped! I've followed your suggestion for Using loop workspaces to organize notes, and it works OK, but it would be nice if it was automatic.

On a related note. When using Team Channel Meetings, is there a way to have a co-organizer of the meeting without having to invite them separately? It seems, in my testing and experimenting, that if I invite a member who is already in the channel individually so that I can make them co-moderator of the meeting, then they get two invites and it gets duplicated on their calendar, is that correct?

In our channel we have 3 people on the team who need to be co-moderators of the recurring meeting so that can make changes, etc. What is the best way to do that without those people having two different meetings on their calendar (which can get annoying).

Thanks!
Ruby-N 1,750 Reputation points Microsoft External Staff Moderator

2025-08-25T19:37:25.7066667+00:00
Dear @Lemons Kathryn,

Thank you for taking the time to share the details of your issue. I understand the challenge you're facing with assigning co-organizers in channel meetings without causing duplicate calendar entries.

Unfortunately, Microsoft Teams requires co-organizers to be added as required attendees, which results in a separate calendar invite, even if they’re already part of the channel. This behavior is by design and cannot be avoided at this time.

You might consider a few workarounds for this behavior:

Use distinct meeting titles or tags to help differentiate calendar entries and reduce confusion.

Leverage shared notes or Loop components within the channel to centralize meeting content and maintain clarity across the team.

Additional information is available in the following resource: Add co-organizers to a meeting in Microsoft Teams - Microsoft Support

Additionally, assigning someone as a channel owner does not grant them permission to edit or manage scheduled channel meetings unless they are the original organizer.

You may find this article helpful for further details: Shared channel owner and member roles in Microsoft Teams - Microsoft Support

I sincerely apologize for this limitation. While as forum moderators, we don’t have influence over product design. We strongly encourage you to submit feedback directly through the Teams app to help shape future updates.

Your feedback is important, Microsoft actively monitors user input to prioritize improvements. The more feedback they receive on this issue, the more likely it is to be addressed. I hope the information is clarify your concerns.

If there’s anything else I can assist you with, please don’t hesitate to let me know.

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Answer 2

Hello @Lemons Kathryn,

I hope you're having a good week so far.

I'm reaching out again to follow up on your issue and check if everything has been resolved. My goal is to ensure your experience remains smooth and hassle-free. If you're still encountering any problems or have run into new challenges, please let me know which steps you're currently stuck on and happy to provide further help whenever you need it.

If you have any further questions, feel free to tag me in your reply so I can assist you directly.

Looking forward to your update.

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Using Teams Calendar and Loop for Recurring Meetings Management

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