To change the organizer of an Outlook meeting without canceling it, open an eligible future meeting in New Outlook or Outlook on the web, choose Change organizer, select one person in your organization, and send the request. The transfer takes effect only after that person accepts. The feature is not available in classic Outlook for Windows and currently excludes online meetings and several calendar and mailbox types.
Before you start: check whether the meeting qualifies
Microsoft’s Change the organizer of a meeting in Outlook guidance applies to New Outlook, Teams M365 Calendar, and Outlook on the web. It does not apply to classic Outlook for Windows. Availability may also depend on whether your organization has enabled the feature.
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- The current organizer needs a work or school account, and the meeting must be on that organizer’s primary calendar.
- The meeting must be in the future and must not be an online meeting. Microsoft says online-meeting support is coming soon, without giving a release date.
- The replacement organizer must be in the same organization or tenant. You can select only one person, and they do not have to be an existing attendee.
- Group calendar meetings, meetings in group or shared mailboxes, encrypted meetings, drafts, and canceled meetings are excluded.
- You cannot transfer a single meeting after it has started or transfer a recurring series that is already in the past. For a past series, Microsoft says the new organizer must create a new one.
A delegate can send a request from another person’s shared primary calendar if they have edit permission for the organizer’s meeting.
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- Open Calendar in New Outlook, Teams M365 Calendar, or Outlook on the web, and find the future meeting you organize.
- Right-click the meeting and select Change organizer. Alternatively, open the meeting, select More options, then choose Change organizer.
- Enter the name or email address of the one person who will take over. They must belong to your organization. Add a message if it will help explain the handoff.
- Select Send. The request is pending; you remain the organizer until the recipient accepts.
Transfer a recurring series
Open the recurring meeting, then select More options and Change organizer. Choose the replacement organizer and send the request. The handoff applies to future occurrences; earlier instances remain on the original organizer’s calendar.
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If the requested occurrences would otherwise be in the past, the effective date is when the new organizer accepts. The original organizer cannot transfer their remaining portion of the series again, but future instances on the new organizer’s calendar can be transferred onward.
What happens after you send the request
The replacement organizer accepts or declines
The recipient can accept or decline from the request email, or from the meeting banner in Outlook if they already attend. Acceptance changes the organizer; declining leaves ownership with the current organizer. If the recipient declines, the current organizer must send another Change organizer request to try again.
Attendees may see different notifications
For attendees using Exchange Online in the same organization, calendars update silently: they do not need to respond again. Their local Reminder, Category, Show As, and Private settings are preserved. External attendees and attendees on on-premises systems receive a meeting-ending message from the old organizer and a new invitation from the replacement organizer, and must respond again.
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Meeting content and files
The meeting body and attachments are preserved, and sensitivity labels remain after transfer. However, the new organizer may not be able to open OneDrive attachments or links belonging to the previous organizer unless they were shared. The previous organizer can share access; alternatively, the new organizer can remove the inaccessible item and add a copy they can access.
Cancel a pending handoff
Until the recipient accepts, the current organizer or a delegate with edit permission can cancel the request. Open the meeting’s More options menu and select Cancel change organizer, or right-click the meeting and choose the same command. Outlook reports that the request was canceled, and the current organizer keeps ownership.
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If “Change organizer” is missing
Microsoft identifies three common reasons: the feature may not be enabled for your organization, you may be using classic Outlook for Windows, or the meeting may not meet the eligibility rules above. Public documentation cannot confirm whether a particular organization has enabled it. If you are using a supported app and the meeting appears eligible, contact your organization’s support team.
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Choose the right alternative when transfer is unavailable
| What you need | Use this approach | What it does—and does not do |
|---|---|---|
| Move responsibility for an eligible meeting | Change organizer | Transfers ownership after the replacement organizer accepts. |
| Let someone manage your calendar | Delegate access | Microsoft says calendar delegates can edit calendar items and schedule or respond to meetings on the owner’s behalf. This does not by itself transfer organizer ownership. See calendar delegation in Outlook. |
| Replace a recurring series that cannot be transferred | End the old series and have the new organizer create a new one | This is a replacement series, not a handoff of the existing series. Microsoft describes this option in its organization guidance. |
| Invite another attendee | Add them to the meeting and send an update | Forwarding an invitation does not transfer organizer responsibility. Microsoft’s guidance is to add attendees and send a meeting update when the goal is to invite someone. Only the organizer can send a meeting update or cancellation; canceling removes the meeting from invitees’ calendars. See Microsoft’s meeting update and cancellation guidance. |
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