Calendar Problems

How to Transfer Calendar Meeting Ownership to Another User

Maira Mehtab Sep 20, 2026 868 views

Question details

The user needs to take ownership of a calendar event with over 30 attendees because the original organizer is on leave and cannot manage the meeting.

Product: Calendar
Device & OS: not provided
Scenario: A colleague who organized a large meeting is absent, and another user needs to take over the event management without the original organizer's involvement.
Observed behavior: The user is unable to directly transfer or claim ownership of the calendar meeting because they lack the organizer's permissions.

Before you start

Before attempting to modify the meeting, check if you or another team member has been granted delegate access to the original organizer's calendar.

Solution 1Recommended

Use Delegate Access or Contact IT Support

Since direct ownership transfer is generally restricted by most calendar systems, utilizing delegate permissions or IT administrator access is the most effective solution.

For security and scheduling integrity, calendar platforms generally do not allow a standard attendee to simply take over a meeting.

If the organizer is on leave, someone with delegate access to their inbox or an IT administrator can manage the event on their behalf.

Access via Delegate Permissions

If you are a delegate, open your calendar client, go to the shared calendars section, and select the organizer's calendar to edit the event.

Request IT Administrator Assistance

Contact your IT department. An admin can grant themselves or you temporary access to the organizer's mailbox through the server admin center.

Update or Cancel the Event

Once access is granted, open the specific meeting, make the necessary updates on behalf of the organizer, or cancel it so a new one can be created.

Solution 2

Create a Replacement Meeting

If you cannot obtain delegate access or reach an IT admin, the best workaround is to create a new meeting and inform the attendees.

Efficient Scheduling

Manage Meetings Smoothly with WPS Office

WPS Office offers a comprehensive suite with built-in Mail and Calendar tools, making it easy to schedule, delegate, and collaborate on team meetings without hassle.

1. Open WPS Calendar: Launch WPS Office and navigate to the integrated Mail and Calendar tab.
2. Create a New Meeting: Click 'New Event' or 'New Meeting' in the top ribbon to set up your team schedule.
3. Add Attendees and Delegate: Input attendee emails, configure meeting details, and manage your calendar sharing settings easily.

Seamless calendar delegation and sharing features for teamsFully compatible with Microsoft Exchange and Outlook calendar formatsEasily manage large attendee lists and meeting updatesLightweight, all-in-one productivity suite for documents, spreadsheets, and emails

Frequently Asked Questions

Why can't I just change the organizer of an existing meeting?

Most calendar systems tie event ownership directly to the creator's account to maintain security and scheduling integrity. This prevents attendees or malicious users from transferring ownership without the creator's permission.

What happens to a meeting if the organizer's account is deactivated?

If an account is deactivated or deleted, the meetings they organized may remain on attendees' calendars but can no longer be updated. It is highly recommended to have an IT admin recreate or reassign these meetings beforehand.

Can a co-organizer edit the meeting details?

Yes, if your calendar platform supports co-organizers and the original organizer assigned this role during creation, the co-organizer can edit meeting details, though they still might not be able to fully transfer the meeting ownership.

Outlook & Email Problems