Reschedule Teams event scheduled by someone else

Hello @White, Kelly, 

Thank you for sharing your valuable question.  

If the Teams meeting was created by someone who has retired, you won’t be able to reschedule it directly unless you were given access to their calendar or set up as a delegate before they left. The meeting remains tied to the original organizer’s account, and unfortunately, ownership of an existing Teams meeting can’t be transferred direcly to another user. 

Here are the steps you can try in order to check if there is any possible options for your case:

1. Check if there was a co-organizer 

• If the meeting had a co-organizer, you can reach out to them by asking your colleagues and collect any information about the co-organizer
• They may be able to open the meeting and update the schedule 

2. If there’s no co-organizer, contact your Microsoft 365 admin 

• If you 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  

3. Ask your admin to: 

Ask your admin to check the status of the retired user’s account: 

• Has the account been deleted? 
• If yes, was it soft-deleted (recently removed) or permanently deleted? 

If it’s still recoverable, they may be able to restore it temporarily 

4. If the account can be recovered 

Your admin can help in one of these ways: 

• Temporarily sign in and update the meeting details 
• Or convert the mailbox to a shared mailbox and grant you Full access so you can open the calendar and make the changes yourself :
  • To convert the mailbox to a shared maibox: Convert a user mailbox to a shared mailbox - Microsoft 365 admin | Microsoft Learn
  • To grant Full Access permission: Configure shared mailbox settings - Microsoft 365 admin | Microsoft Learn

To open the calendar of a Shared mailbox:

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. 

4. If the account cannot be recovered 

• The best option would be to create a new Teams meeting 
• Send a fresh invite to all attendees and include a clear note explaining that this replaces the original meeting.

If you’d like, feel free to share a bit more about why you need to reschedule, and I can help suggest the most suitable approach for your situation. 

I hope this helps, and let me know if you need any further guidance.

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