How to Manage Delegates in the Microsoft Teams Desktop App (Windows)

Overview

Delegate functionality in Microsoft Teams allows you to assign a trusted colleague to make and receive calls on your behalf. This feature is commonly used by managers and administrative assistants who share responsibility for handling phone calls. Delegates can answer calls, place calls, and manage call settings depending on the permissions you grant. [support.mi...rosoft.com], [learn.microsoft.com]

Prerequisites

• Microsoft Teams desktop app installed on Windows.
• Teams Phone license assigned.
• The delegate must be a member of your organization. [learn.microsoft.com], [support.mi...rosoft.com]

Access Delegate Settings

1. Open Microsoft Teams.
2. Click the three dots (...) beside your profile picture.
3. Select Settings.
4. Select Calls from the left navigation menu.
5. Scroll to the Manage Delegates section. [support.mi...rosoft.com]

Add a Delegate

1. In the Manage Delegates section, click Add a Delegate.
2. Start typing the name of the person you want to add.
3. Select the person from the search results.
4. Review and configure the available permissions.
5. Save your changes. [support.mi...rosoft.com], [learn.microsoft.com]

Available Delegate Permissions

Depending on your organization's configuration, you may allow delegates to:

• Make calls on your behalf.
• Receive calls on your behalf.
• Change your call and delegate settings. [support.mi...rosoft.com], [learn.microsoft.com]

Edit Delegate Permissions

1. Go to Teams → ... → Settings → Calls.
2. Locate the delegate under Manage Delegates.
3. Update the desired permissions.
4. Changes are applied automatically. [support.mi...rosoft.com]

Remove a Delegate

1. Open Teams → ... → Settings → Calls.
2. Under Manage Delegates, locate the delegate you want to remove.
3. Click Delete or Remove next to their name.
4. The delegate will no longer have access to manage calls on your behalf. [support.mi...rosoft.com]

Forward Calls to a Delegate

You can configure Teams to send incoming calls directly to a delegate.

1. Open Teams → ... → Settings → Calls.
2. Under Call Handling and Forwarding, enable Call Forwarding.
3. Choose My Delegate(s) as the forwarding destination.
4. Save your changes. [support.mi...rosoft.com], [learn.microsoft.com]

Make a Call on Behalf of Another User

If you are a delegate:

1. Open the Calls app in Teams.
2. Start a new call.
3. Select the option to call on behalf of the person who assigned you as a delegate.
4. Place the call. The recipient will see that the call is being made on behalf of the delegator. [learn.microsoft.com]

Best Practices

• Only assign delegate permissions to trusted colleagues.
• Review delegate assignments periodically.
• Remove delegates who no longer require access.
• Use call forwarding and delegate permissions together for executive support scenarios. [learn.microsoft.com], [support.mi...rosoft.com]

Troubleshooting

I Don't See the Manage Delegates Option

Possible causes:

• You do not have a Teams Phone license.
• Delegate functionality has been restricted by your IT administrator.
• Licensing changes may take time to appear in Teams. [support.mi...rosoft.com], [learn.microsoft.com]

My Delegate Cannot Receive Calls

Verify that:

• The delegate has been added correctly.
• Appropriate delegate permissions have been assigned.
• Both users have the required Teams Phone licensing. [learn.microsoft.com]

Quick Reference

Navigation Path

Teams → ... (Three Dots) → Settings → Calls → Manage Delegates

Common Tasks