How do I Really add a Co-Organizer to a Teams Meeting?

Question

I have followed the guidance from the post on Feb 13 2025 and it still doesn't seem to work. I have gone in to the "Role" function and add someone from my organization as a co-organizer and they don't have any ability to manipulate the meeting nor do they have any indication that they have been designated as a co-organizer. When I check the meeting on my side, it still shows them as the co-organizer.

I have tried this on both the online and desktop Teams with the same results.

Any assistance with this would be greatly appreciated.

Answer 1

Hi @S. Newman, 

Based on official Microsoft guidance, a co‑organizer cannot change or modify a meeting or meeting series if the original organizer is unavailable. The co‑organizer role is designed to help manage the live meeting experience only and does not include ownership of the calendar item or scheduling controls. 

If your goal is to share organizer responsibilities and allow multiple users to create, edit, or manage meetings within the organization, the recommended approach is to use a shared mailbox. 

Step 1: Create a shared mailbox

This is typically done by a Microsoft 365 administrator. If you're not an Exchange Online Admin  or haven’t yet reached out, here’s a helpful guide to locate your Microsoft 365 administrator: How do I find my Microsoft 365 admin? - Microsoft Support . Ask your admin to follow the steps: 

• Go to Microsoft Exchange Admin 
• Navigate to Recipients > Mailboxes > +Add a shared mailbox 

 

• Create a new shared mailbox by following the prompt. 
• Assign users Full Access (and Send As, if needed) 

For your reference: Create a shared mailbox - Microsoft 365 admin | Microsoft Learn 

Step 2: Add the shared mailbox to Outlook

Each user who has Full Access should: 

• Open Outlook (desktop or web) 
• Add or open the shared mailbox to their Outlook profile 

 

 

Step 3: Create meetings from the shared calendar

Whenever a user with Full Access needs to create or modify the meeting, they can follow these steps: 

• Go to Outlook on the web and sign in. 
• Click your profile picture in the top‑right corner. 
• Select Open another mailbox… 

 

 

• Enter the shared mailbox name and click Open. 

 

• Switch to the Calendar of the shared mailbox. 
• Create a new meeting or modify the existing one from the shared mailbox calendar. 

This approach ensures that meetings are not dependent on a single individual and can be managed seamlessly when someone is unavailable. 

Important note: 

• Keep the shared mailbox account disabled and avoid resetting its password. 
• Do not sign in using the credentials of the shared mailbox account. Only users who have been granted access to the shared mailbox should sign in using their own user accounts. 
• To create a Teams meeting from a shared mailbox calendar, a valid Microsoft Teams license must be assigned either to the shared mailbox itself or to the user who is opening the shared mailbox. 

For your reference: Available Teams Meeting Features for Shared Mailboxes - Microsoft Teams | Microsoft Learn 

Please let me know If you have any further questions, I'll be happy to assist further!

Answer 2

Hi @S. Newman, 

I understand this can be confusing, Teams co‑organizer behavior isn’t always obvious, and many users expect a clear label or notification when the role is applied. 

To make sure you follow the right instruction to add co-organizers to your Teams meetings, you can refer to Microsoft's official guidance: Add co-organizers to a meeting in Microsoft Teams - Microsoft Support 

Note: This must be done from the Teams calendar (not Outlook), and the user must join the meeting using the same account that was assigned as co‑organizer. 

Please also make sure that the actions you expect the co‑organizer to perform are within the capabilities of the co‑organizer role, as outlined in Roles in Microsoft Teams meetings - Microsoft Support 

• Ensure you invite the user before assigning them any role.  
• Make sure the co-organizer is from the same organization as meeting organizer. 
• Co‑organizers do not have full organizer permissions, and certain actions (such as editing the meeting invitation or managing recordings, depending on meeting settings) are intentionally restricted. 
• Additionally, please ensure that the actions you are checking are performed inside the live meeting itself, as co‑organizer permissions are only visible and applicable once the user has joined the meeting. 

If all requirements are met and the issue continues, it appears that this issue requires a deeper investigation on the backend. We recommend reaching out to the Microsoft Technical Support Team for further assistance. Their specialists can perform deeper diagnostics and, if needed, escalate the case to the appropriate internal team for further analysis. This ensures the issue is formally tracked and may contribute to a future fix.   

For business support:   

• Find your Microsoft 365 admin: If you don't know who the global admin is in your organization, you can find guidance here: How can I find my Microsoft 365 admin? - Microsoft Support    
• Submit a service request: The Global Administrator should create a support request with Microsoft to receive advanced technical assistance. For detailed instructions, see: Get support - Microsoft 365 admin | Microsoft Learn    
• If your organization's subscription is from a partner or reseller, and the global administrator is unable to open a service request on your end, contact the reseller's support provider to help open a service request on behalf of you instead.    

If you discover any solutions or have additional insights, please consider replying to this thread to help others in the community.   

I sincerely apologize for redirecting you to the Microsoft Technical Support Team. While I strive to assist as much as possible here in the forum, my resources are limited when it comes to backend-level diagnostics and advanced troubleshooting. Some issues require deeper technical analysis and access to internal tools that only the official support team can provide.    

If you need further assistance, feel free to reply. I'm here and happy to help!

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Answer 3

For a standard Teams meeting, co-organizers get most organizer capabilities, but there are important limits and prerequisites that explain what is being seen.

1. Confirm the person can be a co-organizer
   • Must be in the same organization as the organizer (or a guest account in the same org).
   • External participants cannot be made co-organizers.
   • Co-organizers must be invited to the meeting as attendees first.
2. Correct way to assign the co-organizer role
   1. Open Teams → Calendar.
   2. Select the meeting → View event.
   3. Ensure the person is listed as a Required attendee.
   4. Select Options.
   5. Under Roles → Choose co-organizers, search for and select the person.
   6. Select Apply (or Save).
   This must be done on the original meeting in the Teams calendar (not only from Outlook) and after the invite has been sent.
3. What co-organizers can and cannot do Co-organizers can:
   • Access and change meeting options.
   • Manage breakout rooms (if in same org as organizer).
   • Bypass and admit people from the lobby.
   • Lock the meeting.
   • Present content and change other participants’ meeting roles.
   • Change meeting options during a channel meeting (if invited to that channel meeting).
   • End meeting for all.
   Co-organizers cannot:
   • Manage the meeting recording (unless allowed by the “Who can record and transcribe” setting).
   • Remove or change the meeting organizer’s role.
   • Edit the invitation details or send updated invites.
   Co-organizers are shown as organizers in the participant list, but they do not receive a special banner or separate email indicating “You are a co-organizer.” The main visible difference is the extra controls in the meeting (e.g., ability to manage lobby, roles, breakout rooms, and options).
4. Recording and transcription behavior If the co-organizer cannot start recording, check the meeting option Who can record and transcribe:
   • If set to Organizer and co-organizers, only organizer and co-organizers can start recording.
   • If set to No one, no one can record.
   • To allow presenters as well, the organizer must change it to Organizers, co-organizers and presenters.
5. Things to verify in this scenario
   • The meeting is a standard or channel Teams meeting, not a third-party or external meeting.
   • The co-organizer joins using the same account that was invited and assigned as co-organizer.
   • The role is checked inside the meeting under People: the co-organizer should appear with organizer-level controls (e.g., can change others’ roles, manage lobby, etc.).
   • For recurring meetings, confirm the role was set in Options for the series if the expectation is that it applies to all occurrences.

If all of the above are correct and the user still has only attendee-level controls, this indicates a tenant/service issue and requires escalation to Microsoft support with meeting details and screenshots of the Roles → Choose co-organizers settings and the in-meeting participant list.

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References:

• Add co-organizers to a meeting in Microsoft Teams
• Roles in Microsoft Teams meetings
• Meeting options in Microsoft Teams
• I can't record a meeting in Microsoft Teams