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How To Manage MS Teams Meeting Delegation (2023)

Today, I’m going to show you how to manage Microsoft Teams meeting delegation.

What is delegation management?

  • You may grant another user access to schedule teams meetings on your behalf. This is called granting delegate access.
  • The delegator (executive or manager):
    • Must have configured their mail profile in Outlook. If more than one account is configured in Outlook, the delegator’s account must be set as the default.
    • Only manage delegations using your Windows PC. The Microsoft Teams must connect to Outlook (through MAPI) to read the delegate settings.
    • Both Outlook and Teams clients must be running at the same time. Otherwise, the delegation permission will not correctly sync to Teams.
    • If there is an issue with the delegate scheduling a teams meeting on behalf of the executive, it is advised that the executive remove the delegate and re-add the delegate.
  • The delegate:
    • It is recommended that you sign into teams on your Windows PC at the same time you are granted delegate access.

How do I setup teams meeting delegation?

  • Log into Outlook and Teams on the PC.
  • Switch Outlook to online mode. To do this, go to File -> Account Settings -> Highlight the name and click Change -> Uncheck the ‘Use Exchange Mode’. Close Outlook and re-open it for the changes to take effect.
  • From Outlook, go to File -> Account Settings -> Delegate Access. Highlight the user who wishes to have delegate access (or add the user if not listed).
  • Click on Permissions, and choose “Editor” access from the Calendar drop-down list.
  • Click OK to exit.
  • After adding the delegate to the Delegator’s Outlook, sign out and then sign back into Teams.
  • Also, the delegate who was granted access, should sign-out and sign back in.
  • Please do make sure to enable ‘cached mode’ in Outlook after this change on Delegator’s PC.

How do I stop receiving outlook calendar invites from someone else?

  • Ensure both Outlook and Teams are running at the same time.
  • Launch “Outlook“.
  • Go to “File“.
  • Go to “Account Settings.”
  • Select “Delegate Access.”
  • Highlight the user you wish to remove delegate access from.
  • Click on the “Remove” button.

How do I schedule a teams meeting for someone else?

To schedule a meeting, the delegate will need to access the executive calendar (at least as ‘Editor’) in order to schedule the teams meeting.

  • If you are the delegate, open the appropriate calendar in Outlook.
  • Select the date and time you want to schedule the Meeting.
  • Click on the Teams Meeting icon on the top of the meeting bar to generate the conference.

Also read:

To get more information, visit the Microsoft website.

Want to improve your Microsoft Teams experience for better productivity? Check out the tips and tricks mentioned here.

Now I’d like to hear from you:

Which finding from today’s post did you find most interesting? Or maybe you have a question about something that I covered.

Either way, I’d like to hear from you. So go ahead and leave a comment below.

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  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 ?)

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