Calendar Problems

How to Delegate Multiple Outlook Calendars and Disable Notifications

Maira Mehtab Sep 28, 2026 869 views

Question details

The user needs to grant access to multiple Outlook calendars to a single delegate and stop the calendar owners from receiving meeting-related notifications intended for the delegate.

Product: Microsoft Outlook
Device & OS: not provided
Scenario: Managing team or executive calendars where a designated delegate handles all scheduling.
Observed behavior: Delegated calendar owners are receiving unnecessary meeting-related notifications, and there is a need to suppress them while maintaining delegate access.

Before you start

Ensure you are logged into the Outlook desktop client with the necessary Exchange permissions to modify account settings for each calendar you intend to delegate.

Solution 1Recommended

Configure Delegate Access in Outlook Settings

Use the built-in delegate access settings in the Outlook desktop client to grant calendar access and disable meeting message copies.

This method involves adjusting the built-in settings for each individual Outlook account. It is the most reliable way to ensure delegates receive meeting requests while keeping the owner's inbox clear of duplicate notifications.

Open Account Settings

Launch Microsoft Outlook, click on the 'File' tab in the top-left corner, and select 'Account Settings'.

Access Delegate Options

From the dropdown menu, click on 'Delegate Access' to open the delegates management window.

Add a Delegate

Click 'Add' to select the user you want to grant calendar access to from your Global Address List, then click 'OK'.

Configure Permissions and Disable Notifications

In the Delegate Permissions dialog box, set the Calendar permissions to 'Editor' or as required. Crucially, uncheck the box that says 'Delegate receives copies of meeting-related messages sent to me'.

Save Settings

Click 'OK' to apply and save the changes. You will need to repeat this process for each individual calendar that needs to be delegated.

Admin Center Limitations: There is currently no direct organization-wide setting in PowerShell or the Microsoft 365 admin center to suppress all delegate notifications globally. It must be done at the client level.

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Frequently Asked Questions

Can I turn off delegate notifications globally using PowerShell?

Currently, there is no direct organization-wide PowerShell command or Microsoft 365 admin center setting to suppress all delegate notifications at once. It must be configured per user through the Outlook client.

Does the delegate still see meeting requests if notifications are disabled for the owner?

Yes, the delegate will still receive and process meeting requests on behalf of the calendar owner, but the owner's inbox will not be cluttered with the copies.

Why am I not seeing the 'Delegate Access' option in my Outlook?

The 'Delegate Access' option typically requires a Microsoft Exchange account. If you are using a standard POP3 or IMAP email account, this feature will not be available in your Account Settings.

Can I delegate my Outlook calendar to someone outside my organization?

Usually, delegate access is restricted to users within the same Exchange organization. For external users, you can share the calendar so they can view it, but granting full delegate scheduling control is limited by security policies.

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