Calendar Problems

How to Reassign Outlook and Teams Meetings for a Departing Employee

Guest Writer Oct 10, 2026 868 views

Question details

The user needs to grant another employee access to manage a departing user's Outlook calendar and Teams meetings.

How to Reassign Outlook and Teams Meetings for a Departing Employee

Product: Microsoft Outlook and Teams
Device & OS: not provided
Scenario: Managing employee offboarding and ensuring continuous management of scheduled meetings.
Observed behavior: The user is looking for the correct procedure to transfer calendar and meeting management permissions before the departing employee's account is fully disabled.

Before you start

Ensure you have Microsoft 365 administrator privileges or that the departing employee's account is still active, as permissions cannot easily be reassigned once the account is completely disabled.

Solution 1Recommended

Set Up Delegate Access in Microsoft Outlook

Use Outlook's built-in delegate access feature to allow another user to manage the departing employee's calendar and meeting invitations.

This method requires you to have access to the departing employee's Outlook account, either directly or via an administrator login. It is the most direct way to hand over calendar controls.

Open Delegate Settings

Launch Outlook using the departing employee's account. Go to the 'File' tab, click on 'Account Settings', and then select 'Delegate Access'.

Add a New Delegate

In the Delegate Access dialog box, click 'Add'. Search for and select the employee who will be taking over the calendar management, then click 'OK'.

Configure Permissions

In the Delegate Permissions window, set the 'Calendar' dropdown to 'Editor' (can read, create, and modify items) or 'Author'. Check the option to 'Delegate receives copies of meeting-related messages sent to me' if necessary.

Save Changes

Click 'OK' to apply and save the new delegate permissions.

Set Up Delegate Access in Microsoft Outlook

Notification: The newly assigned delegate will receive an automated email notifying them of their new calendar management permissions.

Solution 2

Configure Meeting Delegation in Microsoft Teams

Set up a delegate in Microsoft Teams to allow a designated user to schedule, edit, and cancel meetings on the departing employee's behalf.

Solution 3

Transfer Permissions via Microsoft 365 Admin Center

If the employee has already departed, a Microsoft 365 administrator can assign their mailbox and calendar to another user.

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Frequently Asked Questions

Can I reassign meetings if the departing employee's account has already been deleted?

Once an account is completely deleted, the associated mailbox and calendar are permanently removed after a 30-day retention period. It is highly recommended to convert the account to a shared mailbox or transfer permissions before proceeding with deletion.

Does Outlook delegate access apply to past meetings as well?

Yes, delegate access allows the assigned user to view the entire calendar, including past and future meetings, depending on the folder visibility settings configured during the delegation setup.

How do I remove delegate access once the calendar transition is complete?

To remove a delegate, navigate back to 'File' > 'Account Settings' > 'Delegate Access' in Outlook, select the assigned user's name from the list, and click 'Remove'.

Can a delegate reply to meeting invitations on behalf of the departing employee?

Yes. If the delegate is granted 'Editor' permissions or higher, they can accept, tentatively accept, or decline meeting requests on behalf of the calendar owner.

Outlook & Email Problems