Emails that are automatically sent to users when their Audio Conferencing settings change

Emails will be automatically sent to users who are enabled for audio conferencing using Microsoft as the audio conferencing provider.

By default, there are four types of email that will be sent to your users who are enabled for Audio Conferencing. However, if you want to limit the number of emails sent to users, you can turn it off. Audio Conferencing in Office 365 will send email to your users' email when:

  • An Audio Conferencing license is assigned to them or when you are changing the audio conferencing provider to Microsoft.

    This email includes the conference ID, the default conference phone number for the meetings, the audio conferencing PIN for the user, and the instructions and link to use the Skype for Business Online Meeting Update Tool that is used to update existing meetings for the user. See Assign Skype for Business licenses or Assign Microsoft as the audio conferencing provider to a user.

    Note: If your organization has been enabled for dynamic conference IDs, all of a user's meetings that they schedule will have unique conference IDs. You can set up Using audio conferencing dynamic IDs in your organization.

    Here is an example of this email:

    Skype for Business Verify License

    You can find out more about Skype for Business licensing by seeing Skype for Business and Microsoft Teams add-on licensing.

  • The conference ID or default conference phone number of a user changes.

    This email contains the conference ID, default conference phone number, and the instructions and link to use the Skype for Business Online Meeting Update Tool that is used to update existing meetings for the user. But this email doesn't include the user's audio conferencing PIN. See Reset a conference ID for a user.

    Note: If your organization has been enabled for dynamic conference IDs, all of a user's meetings that they schedule will have unique conference IDs. You can set up Using audio conferencing dynamic IDs in your organization.

    Here is an example of this email:

    Dial-in conferencing info has changed.
  • The audio conferencing PIN of a user is reset.

    This email contains the organizer's audio conferencing PIN, the existing conference ID, and default conference phone number for the user. See Reset the audio conferencing PIN for a user

    Note: If your organization has been enabled for dynamic conference IDs, all of a user's meetings that they schedule will have unique conference IDs. You can set up Using audio conferencing dynamic IDs in your organization.

    Here is an example of this email:

    Dial-in conferencing PIN changed.
  • A user's license is removed or when their audio conferencing provider changes from Microsoft to other provider or None

    This happens when the Audio Conferencing license is removed from a user or when changing the audio conferencing provider of a user from Microsoft to a third-party audio conferencing provider or when setting the provider to None. This email contains the instructions and information for the user to use the Skype for Business Online Meeting Update Tool to remove audio conferencing specific information, such as the default conference phone number or conference ID.

    See Assign licenses to users in Office 365 for business or Assign a third-party as the audio conferencing provider to a user.

    Here is an example of this email:

    Dial-in conferencing is turned off.

You can make changes to the email that is automatically sent to users including the email address and the display name that is included in the From contact information. By default, the sender of the emails will be from Office 365 but you can change the email address and display name using Windows PowerShell and the Set-CsOnlineDialInConferencingTenantSettings cmdlet. To make changes to the email address that is sending the email to the users you must:

  • Enter the email address in the SendEmailFromAddress parameter.

  • Enter the email display name in the SendEmailFromDisplayName parameter.

  • Set the SendEmailOverrideparameter to True.

You can make changes to the email sent to users, such as the email address that the email is sent from and the display name for the email by running:

Set-CsOnlineDialInConferencingTenantSetting -SendEmailOverride $true -SendEmailFromAddress amos.marble -SendEmailFromDisplayName "Amos Marble"

Notes: 

  • If you want to change the email address information, you need to make sure that the inbound email policies of your environment allow emails that come from the custom specified from address.

  • If you decide to override the From contact information, you should verify that the emails are correctly sent to users. You can do this by testing this with one user in your organization.

You can use the Set-CsOnlineDialInConferencingTenantSettings cmdlet to manage other settings for your organization including email.

When you disable sending emails to users, email won’t be sent even when a user gets assigned a license. If this is the case, the conference ID, default conferencing phone number and more importantly, their audio conferencing PIN won't be sent to the user. When this happens, you must tell the user by sending them a separate email or by calling them.

By default, emails will be sent to your users, but if you want to prevent them from receiving email for audio conferencing use can use the Skype for Business admin center or Windows PowerShell.

Using the Skype for Business admin center

  1. Sign in to Office 365 with your work or school account.

  2. Go to the Office 365 admin center > Skype for Business.

  3. In the Skype for Business admin center, in the left navigation go to Audio conferencing > Microsoft bridge settings.

  4. On the Microsoft bridge settings page, check or uncheck Automatically send emails to user if their audio conferencing information changes.

  5. Click Save.

Using Windows PowerShell

  1. Run the following to disable sending all of your users email:

    Set-CsOnlineDialInConferencingTenantSetting -AutomaticallySendEmailsToUsers $false

You can use the Set-CsOnlineDialInConferencingTenantSettings to manage other settings for your organization including email.

See Also

Enable or disable automatically sending emails when settings change

Send an email to a user with their audio conferencing information

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