If you’re an executive assistant, team coordinator, or anyone who helps manage another person’s calendar, you’ve probably been asked to set up a Teams meeting on behalf of someone else. It sounds simple, but without the right setup it quickly gets confusing.
This guide covers:
- How delegate access works and why it’s the recommended way.
- How to actually schedule the meeting so it shows as “You on behalf of Manager”.
- A Co‑organizer workaround when delegate access isn’t available.
- A quick link‑copy workaround for limited scenarios.
What Does “On Behalf Of” Mean in Teams?
When you schedule a Teams meeting on behalf of someone else, the meeting:
- Appears on their calendar.
- Shows them as the organizer.
- Typically displays something like:
Your Name on behalf of Manager Name in the invite/header.
The person you’re scheduling for owns the meeting: organizer rights, recordings, lobby controls, and so on. You’re just the delegate doing the admin work. If you only need a meeting on your own calendar, here’s how to schedule a video call in Microsoft Teams.
This is not the same as:
- Creating a meeting from your own calendar and adding your boss as an attendee.
- Forwarding a random Teams link into their calendar.
There are two primary ways to do this correctly:
- Method 1: Delegate access in Outlook (recommended, “proper” way).
- Method 2: Co‑organizer workaround (when delegate isn’t available).
And one emergency‑style workaround:
- Method 3: Copy the Teams link into their calendar.
Set Up a Microsoft Teams Meeting on Behalf of Someone Else
Now I will tell you different ways to set up a Microsoft Teams meeting on behalf of someone else.
Method 1: Schedule a Teams Meeting Using Delegate Access (Recommended)
This is the most reliable and enterprise‑friendly way. It uses Outlook’s delegate and calendar sharing features, which Teams relies on.
Step 1: Manager Grants You Delegate/Editor Access in Outlook
The person you schedule for (your manager) must grant you permission in Outlook, not Teams.
There are two common ways they can do this:
A. Outlook on the web / new Outlook (calendar sharing)
- Manager opens Calendar in Outlook on the web or new Outlook.
- In the calendar list, they select their own calendar.
- Select Share on the Home tab (or right-click the calendar and select Sharing and permissions).
- Type your name or email address in the box and pick you from the suggestions.
- In the permission dropdown next to your name, choose Delegate (or Can edit if you don’t need to handle meeting requests).
- Select Share. Outlook emails you a sharing invitation.
Can edit lets you create, change and delete events. Delegate adds the right to send and respond to meeting requests on the manager’s behalf, and their meeting requests come to you too. Delegate access works only on the manager’s primary calendar and only for people inside the organization.
