Scenario / Question
Every time a Calendly meeting is rescheduled, a new Microsoft Teams meeting link appears and attendees sometimes join the old link instead of the new one. Why is this happening, and how can I stop duplicate or changing Teams links?
Overview
This behavior is typically caused by Outlook/Microsoft 365 automatically inserting a Microsoft Teams meeting into calendar invitations, even when Calendly already added its conferencing location. When this auto-insert happens, invitations can end up with two different online meeting links and, on reschedule, the links may not match, confusing attendees. The reliable link to follow is the Calendly-generated location link (calendly.com/events/...).
Step-by-Step
- Identify the duplicate link source: Open one of the affected calendar invites and compare the location field (Calendly link) to the body of the invite (where a separate Teams link may appear). If the body contains a different Teams meeting ID, Outlook likely auto-added it.
- Disable “add online meetings to all meetings” in Outlook: Turn off Outlook/Microsoft 365’s setting that automatically adds Teams links to every meeting. This prevents a second Teams link from being injected into Calendly-created events.
- Check the Microsoft Teams add-in: Some environments also need the Teams add-in setting adjusted or disabled so it does not auto-append a Teams link to new or edited meetings.
- Test with a dummy event: Book a test meeting via your Calendly event type, then reschedule it. Confirm that only the Calendly location link is present and that no stray Teams link appears in the body.
- Coordinate with IT if needed: If your calendar is shared or governed by org-wide policies, ask IT to update tenant or add-in settings. Microsoft documented a known behavior where certain Outlook versions automatically included Teams links due to add-in changes.
- Communicate the “true” link internally: Until settings are corrected, advise teammates and invitees to use the Calendly link in the location field as the source of truth, not any extra Teams link that may appear in the body.
Key Notes & Limitations
- Turning off Outlook’s auto-add for online meetings may require admin-level changes in Microsoft 365, especially for shared calendars or org-wide policies.
- Duplicate links can occur even if you only integrate Zoom with Calendly, because Outlook may still auto-insert a Teams link when you edit or reschedule the event in Outlook.
- The Calendly location link (calendly.com/events/…) is the intended meeting link to follow when duplicates appear.
- Some Outlook desktop versions were affected by a Microsoft change that caused Teams links to be auto-added; updating Outlook or adjusting the Teams add-in can help.
Related Questions (FAQ)
Q: Why does the Teams link change when I reschedule?
A: When Outlook auto-inserts a Teams meeting, the body content can diverge from the Calendly location. Rescheduling through Calendly updates the proper location link, but the auto-inserted Teams body link can remain different, causing confusion.
Q: Which link should attendees use?
A: Use the Calendly link shown in the location field as the source of truth. It reflects the current meeting details after rescheduling.
Q: We only use Zoom with Calendly. Why do Teams links still appear?
A: Outlook can independently auto-add Teams to new or modified events, even if your Calendly integration is Zoom-only. Disable Outlook’s auto-add and review the Teams add-in settings.
Q: Do I need to contact Microsoft?
A: If user-level settings don’t resolve it, involve your IT team or Microsoft support to adjust tenant policies or address known Outlook/Teams add-in behaviors in certain versions.
Links & Resources
- Every time a meeting is rescheduled, a new Microsoft Teams meeting is generated. Can I get it to stop? (Community): https://community.calendly.com/how-do-i-40/every-time-a-meeting-is-rescheduled-a-new-microsoft-teams-meeting-is-generated-can-i-get-it-to-stop-834
