How to set up meetings for others that I will not attend

Hi @Flanigan, Cynthia W, 

Welcome to the Microsoft Q&A forum.   

Thank you very much for reaching out regarding your question about setting up meetings for your co-workers without attending yourself. I appreciate you bringing this up, and I’m happy to provide some guidance. 

The Q&A assist response correctly summarized that you can schedule meetings using Outlook, use delegate access to manage someone else’s calendar, follow organizational meeting policies, and ensure invitations are sent so participants receive the join link. 

You also asked: “Is the only way to have someone Delegate Access?”  

Delegate access is the most efficient method, but another option is to create the meeting and then remove your email from the attendee list before sending the invite. 

I’d like to provide some additional information that I hope will be helpful to you:

1/ Schedule on behalf in Microsoft Outlook 

In Classic Outlook: 

• To schedule on behalf of someone else, they need to grant you delegate access. This can be done via File > Account Settings > Delegate Access. 
• 

With the New Outlook or OWA, you can review this link: Share and access a calendar with edit or delegate permissions in Outlook - Microsoft Support 

Once granted, you can open their calendar and create meetings directly under their name.  

Please follow the steps below: 

• Open Outlook and go to Calendar. 
• Switch to the other person’s calendar: 
• Under Folder tab > Open Calendar > From Address Book, select their name, and open their calendar. 
  • 
  • On their calendar, click New Meeting. 
  • Enter the meeting subject, location, and time. 
  • Add participants in the To field. 
  • When you send the invite, it will appear as “Sent on behalf of [Person’s Name]”. 
  • As a delegate, you can track responses and update the meeting if needed. 

For more details, you can refer to these articles:  

• Manage someone else's calendar in Outlook on the web - Microsoft Support 
• How to schedule a meeting for someone else in Outlook? - California Learning Resource Network 

Note: Microsoft is providing the above information as a convenience to you. Some of the websites are not under Microsoft's control. Microsoft cannot make any representations regarding the quality, safety, or suitability of any software or information found there. Please make sure that you completely understand the risk before retrieving any suggestions from the above link.    

2/ Submit Feedback to Microsoft 

As a forum moderator, I hope you understand that I don’t have the ability to modify or escalate product issues directly. However, I strongly recommend submitting your feedback through the Microsoft Feedback Portal. This is the most effective way to ensure your voice reaches the product team and can be considered for future improvements.  

Once you've submitted your feedback, feel free to share the link here in the comments. I’ll be happy to upvote it to help bring more visibility.  

Additionally, since many other users have expressed similar concerns but may not know where to submit feedback, if my response has helped you better understand the situation and guided you toward a possible next step, please mark it as the “Accepted Answer.” Your action will help pin this post to the top, making it easier for others in the community who are experiencing the same issue to find your feedback and support it.  

I hope this information is helpful. Please follow these steps and let me know if it works for you. If not, feel free to share them in the comments on this post so I can continue to assist you. 

I look forward to hearing your thoughts on this. 

If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have any extra questions about this answer, please click "Comment".  

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Is the only way to have someone Delegate Access?