Booking a hybrid meeting from a shared calendar

SVI utilises shared mailboxes for shared calendars for certain groups, allow them to easily book meetings together, especially when hosts are fluid (not consistent every time).


  1. Access Outlook on the web.

  2. Locate your profile picture or initials at the top right corner of the window and click on it.

  3. From the dropdown menu, select Open another mailbox.

  4. Enter the email address of the shared mailbox you wish to access.

  5. A new window will open, and you will be logged into the shared mailbox.

  6. On the left side of the window, find and click on the Calendar tab.

  7. Create a new meeting request.

  8. If the meeting requires the use of Microsoft Teams, make sure to enable the Microsoft Teams meeting option.

Note that for hybrid meetings, you cannot set the meeting room as the location because it conflicts with the Teams Meeting option. Enabling the Teams meeting option will automatically set Teams as the location for the meeting.

For hybrid meetings, first enable the Microsoft Teams meeting option, and then add the meeting room as a participant to book the room. However, the location displayed will not reflect the actual meeting room. Participants should be informed that it's a hybrid meeting and that they can choose either location to attend.

  1. Fill in the remaining details of the meeting as usual and click "Send" to schedule the meeting.

  2. Once you have finished, close the window to return to your own mailbox.