How to prevent calendar delegates from receiving meeting invitations?

DT_2026 85 Reputation points
2026-11-10T21:44:36.65+00:00

Hi all,

A calendar has 10 delegates and they all receive meeting invitations.

User's image

The user whose calendar has delegated doesn't use desktop Windows Outlook and uses only Web Outlook.

How to prevent calendar delegates from receiving meeting invitations?

Outlook | Web | Outlook on the web for business | Calendar
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Answer accepted by question author
Chris-D 2,700 Reputation points Independent Advisor
2026-11-10T22:12:22.7266667+00:00

Hi DT_2026,

Thank you for sharing the details of your concern.

Based on the screenshot, the calendar is currently configured to send meeting invitations and responses to Delegate only. This is why all users assigned as delegates are receiving the meeting invitations.

If the users still need to manage the calendar but do not need to receive or respond to meeting invitations on the calendar owner’s behalf, change their permission level from Delegate to Can edit in Outlook on the web:

  1. Open Outlook on the web.
  2. Go to Calendar.
  3. Right-click the calendar and select Sharing and permissions.
  4. Remove the users who should no longer be delegates.
  5. Add them again and assign the Can edit permission.

The Can edit permission allows users to view, create, edit, and delete calendar items, but they will no longer act as delegates for meeting invitations.

If one user still needs to manage meeting invitations on behalf of the calendar owner, keep that user as a delegate and change the remaining users to Can edit.

For more information, you may also refer to: Share and access a calendar with edit or delegate permissions in Outlook

I hope this information is helpful. Should you have any further questions or need additional assistance, please feel free to share them in the comment below. I'm very happy to help.  

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  1. AI answer

    2026-11-10T21:45:28.36+00:00

    Change each person from Delegate to Can edit; delegates receive meeting requests by design, while editors can manage calendar items without receiving invitations on the calendar owner’s behalf.^1^

    Change the permissions in Outlook on the web

    The Send invitations and responses to setting shown in the screenshot cannot exclude all delegates. Its three choices—Delegate only, Delegate and send me a copy, and Both my delegate and me—all continue sending requests to delegates.

    For every person who does not need to respond on the owner’s behalf:

    1. Sign in to Outlook on the web as the calendar owner.
    2. Open Calendar.
    3. Select Home → Share Calendar and choose the primary Calendar.
    4. On Sharing and permissions, remove the person from Delegates using the trash icon.
      • This temporarily removes that person’s calendar access.
    5. In Enter an email address or contact name, add the person again.
    6. Open the permission list beside their name and select Can edit.
    7. Select Share.
    8. Repeat for the other delegates.

    Can edit lets users view, create, modify, and delete calendar items. It does not grant the delegate function of scheduling and responding to meetings on the owner’s behalf.^1^

    Keep someone as a Delegate only if that person must receive and respond to invitations for the calendar owner. There is no per-delegate “keep delegate permissions but do not receive meeting requests” option documented for Outlook on the web.

    Exchange Online administrator alternative

    If the web interface cannot make the change, an Exchange Online administrator can convert an existing delegate permission entry to Editor by explicitly removing the delegate flag:

    $CalendarOwner = "[Email]"
$User = "[Email]"

Set-MailboxFolderPermission `
  -Identity "${CalendarOwner}:\Calendar" `
  -User $User `
  -AccessRights Editor `
  -SharingPermissionFlags None

Get-MailboxFolderPermission `
  -Identity "${CalendarOwner}:\Calendar" `
  -User $User

    SharingPermissionFlags None is important: changing only AccessRights to Editor without that parameter can leave an existing user marked as a delegate.^2^

    Afterward, confirm that AccessRights is Editor. Outlook is the preferred method for changing a complete delegate relationship because it coordinates calendar permissions, delegate status, meeting-request delivery, and Send on Behalf access.^3^

    References

    1. New Outlook
    2. Set-MailboxFolderPermission-Syntax
    3. Manage calendar permissions in Exchange Online
    AI-generated content may be incorrect. Read our transparency notes for more information.

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