In this guide, we'll go over how to schedule meetings on behalf of another user. First you'll need the other user to set you up as a calendar delegate, then you'll be able to create Teams calendar appointments on their behalf, as well as adjust their Teams meeting settings per meeting.
Step 1: The other user adds you as a calendar delegate
This step typically only needs to be performed once by the user who you will be scheduling meetings on behalf of. Here are instructions for them:
- In the desktop Outlook app, navigate to the File tab. From there, click Account Settings, then select Delegate Access from the dropdown menu.
- Click the Add... button.
- Select the user(s) you want to designate as a delegate, then click OK.
- A pop-up window will appear so you can modify the delegate's permissions. We typically recommend setting the Calendar dropdown to Editor with the checkbox checked, then set the rest of the dropdown options to None, but select the options that are right for your specific situation. Click OK once finished.
- Now you can select if you want meeting responses sent A) only to your delegates, but you get a copy of those messages, B) only to your delegates, or C) to both you and your delegates. Once you've selected your desired options, click OK and your part is done!
Step 2: Schedule a Teams meeting and adjusting meeting settings on behalf of another user
Create a Teams meeting on behalf of another user
After opening the other user's calendar in Outlook, make sure to select the time slot on their calendar, then click the Teams Meeting icon and edit the meeting as necessary.
If the other user opted to receive a copy of meeting invitations/responses, they will receive a copy and it will look something like this (where Janet Doe is the other user and TeamsTest76.a is the delegate user):
Adjusting Teams meeting options on behalf of another user
If you want to adjust who can bypass the lobby, if there should be an announcement when callers join or leave, or who can present during the meeting:
- Before sending out your invitation, click Meeting options in the Teams meeting info that is generated for that specific meeting (these meeting options are set PER meeting).
- From here, you can adjust the aforementioned settings:
- NOTE: Even if you set "who can bypass the lobby?" to Everyone, non-Teams users will be placed into the lobby until any Teams user joins the meeting. The guest will then automatically be admitted to the meeting.
Step 3: Joining the meeting
Depending on how you and other meeting participants join the meeting, you may see a few different variations of the same screens/options that will lead you into the call.
Clicking the meeting link while signed into Teams on your desktop
It will open a web page that will ask if you want to launch the app. When you launch the app, it will prompt you to set your video/audio preferences before joining the meeting. Click Join now when you are ready to join the meeting.
Clicking the meeting link without a Teams account
The user will be prompted to either download the app or join via browser (if they are joining via mobile device, there is no browser option and they will need to download the app). After installing the app, they'll need to click the meeting link again and the app will launch the meeting.
Once they enter their name and adjust their audio/video settings, it will put them into the lobby.
NOTE: It will put them into the lobby regardless of the setting to allow everyone into the meeting. A Teams user must join the meeting first, then the guest will be automatically admitted to the meeting.