Menu Close

How To Manage MS Teams Meeting Delegation (2024)

Today, I’m excited to walk you through the ins and outs to manage Microsoft teams meeting delegation—it’s like giving someone the keys to schedule meetings on your behalf. Let’s make it as smooth as a team collaboration should be!

So, what’s delegation management, you ask? Well, it’s when you let another user schedule Teams meetings on your behalf, and it’s as easy as pie. The bigwig (you know, the executive or manager) needs to make sure their mail profile is all set up in Outlook. And, if there’s more than one account in Outlook, your account should be the default—no surprises there.

Here’s the play-by-play:

Outlook Configuration:

  • Make sure your mail profile is set up in Outlook.
  • If you have multiple accounts, set yours as the default.
  • Only do this on your trusty Windows PC.

Syncing the Deets:

  • Both Outlook and Teams need to be running simultaneously for the delegation magic to happen.
  • If your delegate is struggling to schedule a Teams meeting for you, just hit reset—remove and re-add them. Works like a charm.

Setting Up Delegation:

  • Log into your Outlook and Teams on the PC.
  • In Outlook, navigate to File, then select Account Settings, and finally, choose Delegate Access.
teams meeting delegation
  • Find your delegate or add them if they’re not there.
  • Click on Permissions, give them “Editor” access from the Calendar drop-down.
  • Click OK and voila!
ms teams delegate meeting organizer

The Logout Dance:

  • After adding your delegate in Outlook, sign out and back into Teams.
  • The delegate, in turn, should do the same.

Now, how do you gracefully bow out of calendar invites? Easy peasy:

Ending Delegate Access:

  • Ensure both Outlook and Teams are having a party at the same time.
  • Open Outlook, go to File -> Account Settings -> Delegate Access.
  • Find the user you want to cut ties with and hit “Remove.”

And for all you delegates out there wondering how to be the executive’s scheduling hero:

Scheduling on Their Behalf:

  • Open the executive’s calendar in Outlook (as an ‘Editor’ at least).
  • Pick a date and time.
  • Click on the Teams Meeting icon at the top of the meeting bar to work your scheduling magic.
teams delegate meeting organizer

Hooray! You’ve successfully mastered the art of handling teams meeting delegation. Well done!

And if you’re thirsty for more knowledge, check out some related reads and tips on the Microsoft website.

Also read: How to schedule teams meeting from shared mailbox?

Ready to level up your Microsoft Teams game for a productivity boost? Dive into the awesome tips and tricks right here to supercharge your experience!

Alright, spill the beans! What part of this delegation dance did you find most intriguing? Got any burning questions? Let me know in the comments below—I’m all ears!

Related Posts


  1. Jackqueline Swantek

    I have learn several just right stuff here. Certainly value bookmarking for revisiting. I wonder how much attempt you set to create this kind of wonderful informative website.

    • techieberry

      Thank you for the question. This helps a delegate to access meetings already scheduled on manager\executive calendar and make changes to it (if needed) and also works for new meetings.

  2. Ivey

    Howdy! This post could not be written any better!
    Reading through this post reminds me of my good old room mate!
    He always kept chatting about this. I will forward this post to him.
    Pretty sure he will have a good read. Thank you for sharing!

  3. XMC.PL

    Hey, I searched for this blog on Bing and just wanted to say thanks for the excellent read. I would have to agree with it, thank you again!

    • techieberry

      The meeting options on the shared mailbox can be modified similar like the individual mailbox. If you’re the organizer of the meeting, open the invite on the shared mailbox – Click meeting options – Make the necessary changes – Save it. To know more, visit the below link.

  4. B Enders

    There is no detail around licencing – both the delegate and the delegator (exec) would require the Audio Conference (or E5) licence in order to have the Dial-In information in the Teams invite – is this correct?

    • techieberry

      Thank you for the question.
      Audio Conference – People can call in to Teams meetings using a phone, instead of using the Teams app on a mobile device or PC. You only need to set up Audio Conferencing for people who plan to schedule or lead meetings. Meeting attendees who dial in don’t need any licenses assigned to them or other setup.
      E5 Licence – Audio conferencing is included. You can pick someone in Teams to be your delegate—to receive and make calls on your behalf. When you add a delegate, you’re essentially sharing your phone line with them, so they can see and share all of your calls.

      • Surya

        Whose license will be effective in this case? if the delegate account is deleted does the conference id expire since the delegate has created the meeting on behalf of the delegator

  5. Cyril

    Does someone knows how I can allow someone to chair an existing Teams meeting (in particular, how can that person could access the “download participants list” feature ?)

  6. BenoitB

    there’s no need to deactivate cached mode for this purpose, the delegate wizard makes api calls directly through EWS and Teams Api int he backgroup, what a strange idea 🙂

Leave a Reply

Your email address will not be published. Required fields are marked *