How to make sure all presenters get a calendar invite for a webinar run-through

Sharon Paterson 0 Reputation points
2026-08-21T17:03:15.44+00:00

I have scheduled a webinar on Monday to run through a webinar we will be giving next Thursday. I have included all the presenters emails in the "Presenters" section, and have a couple questions. 1) I was asked when I was going to send a calendar invite for the run-through, as at least one of my presenters did not receive the notice. How do I make sure that everyone listed as a presenter has the calendar invite for the run-through? 2) When I tried to forward the run-through webinar event to all presenters, (note this was from my apple iphone) an error message came back saying that only the organizer can forward the event. I AM THE ORGANIZER. This is very frustrating that I have yet been able to send the presenters the calendar invite for the webinar run-through. 3) Some of the presenters names show up when I open the Presenters list, and some of their names show up as "Guest Speaker." Why the difference? And how do I correct the Guest Speakers so their names show up?

Microsoft Teams | Microsoft Teams for business | Calendar | Manage calendars

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  1. Lin v 1,205 Reputation points Independent Advisor
    2026-08-21T18:16:51.6333333+00:00

    Hi Sharon,

    I did some testing on my end and here's what I found:

    1/ How can I make sure all presenters receive the webinar invitation?

    From my testing, when a user is added to the Presenters list and the webinar is saved, Teams should automatically send a notification email to that presenter. Changes to webinar details such as presenters, date, time, or title should also trigger an email notification to presenters. If one of your presenters did not receive the invitation, I would recommend:

    • Asking them to check their Junk/Spam folder.
    • Searching all folders in their mailbox for the webinar title.
    • If the email still cannot be found, make a small change to the webinar (for example, update the date/time or remove and re-add the presenter), then Save and send updates to see whether a new notification is generated.

    2/ Why am I getting an error when forwarding the event from my iPhone?

    Since you are the organizer, this does not appear to be expected behavior.

    As a troubleshooting step, try opening the webinar in the Teams desktop app or Teams on the web and forwarding or resending the event from there to see whether the issue persists.

    3/ Why do some presenters appear by name while others appear as "Guest Speaker"?

    If some presenters are external users or guest accounts, Teams may display them differently from internal users, which can result in labels such as Guest Speaker instead of showing the full user profile information.

    To update a presenter's profile information, open Teams on desktop or web > select your webinar > Edit > Manage event > Presenter bios > select Edit next to the presenter you want to update.

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    I hope this information is helpful. If you have any further questions or updates, please don’t hesitate to share.

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