Teams meeting invites are sent from a personal address (e.g. @hotmail.com) instead of your company domain

If your Microsoft Teams meeting invites go out from a personal address such as @hotmail.com or @outlook.com instead of your own company domain, this article explains why it happens and how to fix it.

Symptoms

• Meeting invites you send from Teams show a personal Microsoft address (e.g. @hotmail.com) as the organizer.
• Recipients see the personal address instead of your company email.
• Your company email itself works fine and is hosted on Zoho Mail (or another provider).

Cause

The address on a Teams meeting invite is whichever Microsoft identity Teams is signed in as — it has nothing to do with where your mailbox actually lives.

Your email may run on Zoho, but Teams was signed in with a personal Microsoft account that someone created using a Hotmail/Outlook address. Because no Microsoft identity exists on your company domain, Teams uses the personal one on every invite.

To send invites from your company domain, Teams needs an identity that carries that domain. Your email stays on Zoho in both options below — nothing about your inbound mail changes.

Solution

Option 1: Free Microsoft account on your company email

Create a free Microsoft account using your company email address (instead of a Hotmail/Outlook one).

1. Go to the Microsoft sign-up page and choose "Use your existing email."
2. Enter your company address (e.g. you@yourcompany.com).
3. Microsoft sends a verification code to that address — it arrives in your normal Zoho inbox.
4. Enter the code to confirm ownership.
5. Sign in to Teams with this account.

From then on, Teams shows your company address as the organizer.

Option 2: Microsoft 365 Business (paid)

Add your company domain to a Microsoft 365 organisation properly.

1. Add the domain to the Microsoft 365 tenant.
2. Verify ownership using only the TXT record — do not add Microsoft's MX record. Leaving the MX record on Zoho keeps all mail flowing to Zoho untouched.
3. Set each user's sign-in (UPN) to their company address.
4. Assign the Teams licence.

Each user gets a proper organisation identity on your company domain, full Teams calendar features, and every invite goes out from the company address — while mail continues running on Zoho exactly as before. This is the most stable long-term setup.

Personal vs work account conflict

If you set up the free account first and later move to paid Microsoft 365 on the same address, Microsoft ends up with two accounts on one email: one personal and one work.

When signing in, Microsoft then prompts you to choose between them, which confuses users and sometimes requires cleaning up or renaming the personal account first. If you already know you'll be moving to paid Microsoft 365, it's cleaner to go straight there and skip the free stage.

Alternative: Zoho Meeting

If Teams isn't a hard requirement, Zoho Meeting is already part of the Zoho suite and sends invites from your company domain out of the box, with no new setup.

Still having issues?

Before any change, identify which user signed Teams into the personal account — that's where cleanup starts. If invites still show the wrong address after setup, sign out of Teams completely and sign back in with the correct company identity. Contact support if the personal/work prompt appears and you're unsure which account to keep.