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How to change meeting organizer/owner in Outlook?

Let’s say your colleague has sent a meeting invitation to you in Outlook before. But now, he/she is not in charge of this meeting, and you are assigned to take over it. Therefore, you want to change the meeting organizer to yourself. But how? It seems impossible to get it done! However, this article will introduce a workaround to change meeting organizer or owner in Outlook.

Change meeting organizer/owner in Outlook

Change meeting organizer/owner in Outlook

Actually, Outlook does not support to change meeting organizer or owner, except creating a new one. But the following workaround will ease the work of recreating meeting in Outlook.

1. In the Calendar view, select the meeting whose organizer you want to change to activate the Calendar Tools, and then click Meeting > Respond > Reply All. See screenshot:

2. Now the meeting reply window is opening. Please press Ctrl + S keys at the same time to save it, and then close the window.

3. Shift to the Mail view, (1) click to open the Drafts folder on the Navigation Pane, (2) click to select the new meeting reply draft in the mail list, and (3) click Home > Meeting. See screenshot:

4. Now a new meeting is created with attendees, subject, and meeting note of original meeting, please enter the meeting location, adjust the meeting time as you need, and click the Send button. See screenshot:

5. The new meeting with new owner has been sent to other recipients. You can ask the original meeting owner to cancel the original meeting for all attendees.

Demo: change meeting organizer/owner in Outlook


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Comments (18)
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Chris
Chris
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Nice thought, but not useful in the real corporate world. I also have a meeting room assigned to this meeting. I now have to coordinate cancelling the original meeting from the original meeting organizer, and then (quickly - before someone else gets to the room) have the new meeting organizer call the new meeting.


This is a workaround for something that should be a BASIC FEATURE of the tool. The Meeting Organizer should be allowed to re-assign the role to another participant. Problem solved.
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Nicki
Nicki     Chris
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"The Meeting Organizer should be allowed to re-assign the role to another participant" ... YES
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peter G
peter G     Nicki
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exactly ! well said.
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gingin
gingin     peter G
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Exactly. How does this functionality not exist yet?
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frustrating
frustrating     gingin
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This is extremely frustrating. I have multiple reoccurring meetings that took me forever to book, and now I've been promoted to another role, I have to teach my replacement else how to rebook ALL those meetings that took me hours. I don't have time for this! I have to prepare for my new position. why is it not possible for me to simply transfer the ownership of the meeting to a new person!?!!!
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Bob Insley
Bob Insley     frustrating
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It's called 'tech companies are garbage and don't care about delivering a GOOD product, just a profitable one'.

The answer is MS getting its head out of its own @$$ and fixing this.  There is no way this is 'technically impossible', as MS will claim if you engage them via support.  It's lazy corporations firing the people who created the tools and then playing dumb years/decades later because they're a disgustingly irresponsible company.
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H. Rens
H. Rens
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Mmm, the whole "ask the original organizer to cancel <his> meeting" is the weakest point:
our organization will not know that the organizer has to be replaced, before he may be ... well ... unavailable ?

So practically we will end up having meetings booked twice in agenda's, with one instance being frozen because the original planner cannot change it.



And when somebody has "two hats" in an organisation : he's project manager + helpdesk employee.

Big chance he sends one mail (or meeting request) in his own name "as the project manager", and another one under a generic alias, say helpdesk@company.

Of course, being manual tasks, there is a chance to send the meeting request "as helpdesk", then find the meeting not planned in his calendar (but it ends up in the "calendar" of helpdesk account) .

It would be easy to "take back control" if Outlook (or exchange) permitted this. here the person did not change, but the adress harvesting the acceptance/refusal/demands for reschedule replies is not very practical to manage. It 'd be really nice if we could change that.

(Yes it happened already, not only in our organisation)
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K Morrison
K Morrison
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This should be a basic feature. Not just to transfer one event but reassign management of a calendar when someone leaves. It should not be the original Meeting Organizer who has permission to re-assign the role to a new manager because they are no longer available. Currently the only way to make this transfer generates too many confusing notifications to every attendee of every meeting on the entire calendar. As previously mentioned cancelled also wipes out each conference room reservation so a transfer of manager would be so much better.
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Kim Hornby
Kim Hornby
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I agree. I am a meeting organizer for more than one meeting. When I am on vacation I need to delegate the meeting to another person so they can run it. One of the meetings will be cancelled if we have nothing for the agenda but my delegate cannot cancel it. I should be able to delegate ownership to someone else if required
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Canada01
Canada01
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The owner ship of a calendar can be share, so a second person can manage the account of the first. The first person have to delate is complet calendar right or the Outlook admin server (exchange) have to change something on the account.
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Khonnor
Khonnor
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If I follow the above steps, all persons who have already declined the meeting or accepted are back to having not responded yet. Not really ideal.
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Mike Hall
Mike Hall
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The only sane workaround is for the organiser to delegate calendar authority. A feature to allow redesignating the organiser would allow all sorts of mischief in important meetings, which is probably why it has not been added. We all saw what happened with Zoom meetings, which is why many organisations now use Microsoft Teams.
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Crystal
Crystal
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This is a MUST HAVE feature for meetings.
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Lesley McKenzie
Lesley McKenzie
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Google calendar had better functionality where you as the meeting organiser could simply assign another person to be the "owner" of the meeting/series, what a complex work around to not solve the problem. Giving someone access to your calendar is an additional layer of complexity that's not necessary. If Outlook could add the functionality to simply swap out the organiser it would be a quick and user friendly fix...
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Daniel
Daniel
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You left out the most important part - how do you select the new organizer? Yes it changed, but you have not specified how to decide who the new organizer is, unless all you care about is that it's not the original one.
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Mary
Mary
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Can I change ownership of a meeting so that I don't get all the acceptances in my inbox?
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David
David
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Please don't waste our time! Please just say your software does not have this functionality and build it in.
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Darlena
Darlena
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I 100% agree that being able to easily change a Meeting Organizer should be basic functionality in Outlook. It's extremely inefficient to have to create new meetings and cancel the old. The work around in the video is really no help.
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