How to access Teams attendance report when meeting was organized from a shared mailbox

Hi @Invidia, Caio,

Good day. I appreciate the detailed explanation of your concern.

To help confirm the behavior in your environment, could you please clarify whether the meeting was created directly from the shared mailbox, or by a delegate on behalf of the shared mailbox?

While waiting for your response, I'd like to provide some possible scenarios below based on how Teams attendance reports work with shared mailboxes for your review:

Scenario 1: Attendance report may be available

If the meeting was created from the shared mailbox and a user (such as the delegate) was added as a co-organizer, and the required setup was in place, the attendance report may have been generated.

In general, the required setup includes:

• A valid Teams license assigned to either the shared mailbox or the user creating the meeting
• The delegate being explicitly added as a co-organizer
• The Teams meeting policy allowing attendance reports to be generated

In this case, the report might be accessible from the meeting chat (Attendance tab), but only to the organizer or users who were assigned the co-organizer role.

Scenario 2: Attendance report may not be available or accessible

If the meeting was created from the shared mailbox without assigning a co-organizer or without the necessary setup, the attendance report may not have been generated, or it may only be tied to the shared mailbox as the organizer. As a result, the report may not exist, or it may exist but not be visible from your Teams or Outlook view.

In either case, retrieving the attendance report after the meeting is generally not possible.

With that in mind, to help avoid similar challenges in future meetings, you might consider the following when using a shared mailbox:

• Ensure the meeting is created by a delegate from the shared mailbox calendar
• Ensure the shared mailbox is assigned a Microsoft Teams license.
• Ensure the organizing delegate is assigned the co-organizer role for the meeting.

I hope this information is useful. Thank you for taking the time to raise this question. If you need any further clarification or assistance, please feel free to leave a comment under this post.

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The attendance report for a Teams meeting is always stored with the organizer’s data. For a meeting scheduled from a shared mailbox, the organizer is the shared mailbox account, not any individual delegate.

From the available information:

• Only organizers and co-organizers can view and download attendance reports.
• Reports are stored along with the organizer’s other data (emails, contacts, etc.).
• When a meeting is created from a shared mailbox, it must be created and managed via the shared mailbox calendar by a delegate.

In this scenario, that means:

1. The attendance report, if enabled for that meeting, is associated with the shared mailbox as organizer.
2. It can only be accessed by:
   • The delegate who organized the meeting from the shared mailbox calendar, or
   • Any co-organizers that were explicitly added to the meeting and who have delegate access to the shared mailbox.
3. It will not appear in a personal calendar or personal Teams meeting list if the meeting was never scheduled from that personal account.

To retrieve the report (if it exists):

1. Open the shared mailbox calendar in Outlook (as a delegate with Full Access).
2. Open the past meeting from that shared mailbox calendar.
3. In Teams/Outlook, look for the Attendance tab on the meeting invite or open the meeting chat and check the Attendance tab there.
4. If attendance reports were allowed and the policy permits them, the organizer delegate or co-organizer can download the .csv attendance report from that tab.

If the meeting was scheduled from the shared mailbox and:

• No one with delegate access to the shared mailbox is a co-organizer, and
• The delegate who scheduled it cannot see an Attendance tab in the meeting/chat, or
• Attendance reports were disabled by policy or in the meeting options,

then the attendance report for that meeting cannot be retrieved in this setup.

There is no supported way to surface that report in a personal mailbox or personal Teams calendar when the shared mailbox is the organizer.

References:

• Teams meeting features for shared mailboxes
• Manage meeting attendance reports in Microsoft Teams
• Manage the attendance and engagement report for meetings and events in Microsoft Teams
• Open and use a shared mailbox in Outlook