How to remove organizer from Outlook calendar

Hi Adrienne Hopkins

Thank you for reaching out to Microsoft Q&A Forum.

Based on your description, it sounds like your account is currently configured as a Delegate for that Conference Room mailbox. When a user creates a resource calendar, they are often automatically set up to receive meeting requests and responses so they can manually approve or decline bookings.

To stop receiving these RSVPs and let the Room mailbox handle them automatically (or simply stop them from forwarding to you), you will need to modify the Resource Delegation settings.

Note: You will need Exchange Administrator permissions to perform these steps. If you do not have admin access, you will need to ask your IT department to make this change for you.

Method 1: Exchange Admin Center (EAC)

• In the Exchange admin center, navigate to the Resources page.
• Click on the Conference Room name.
• Select Manage delegate settings in the Booking delegate settings section.
• If the room is set to "Select delegates who can accept or decline booking requests", remove your name from the list. Or if you want the room to handle everything itself, ensure the room is set to automatically accept meeting requests (no approval forwarding).
• Optional Check: Go to the Delegation tab and check "Read and Manage (Full Access)". If you don't need to open the calendar manually, remove yourself here as well.

Method 2: PowerShell

An Exchange administrator can also manage how the room mailbox handles meeting requests by adjusting its calendar processing settings using PowerShell.

For more detailed steps on managing these settings, please refer to the official Microsoft documentation:

• Manage resource mailboxes in Exchange Online | Microsoft Learn
• Set-CalendarProcessing (PowerShell) | Microsoft Learn

When you have a chance, please share an update on the outcome as your feedback can be valuable to others in the community who might be experiencing the same challenge.

If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment". 

Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.

There is no supported way in Outlook to make the organizer stop receiving RSVPs for meetings sent to a room mailbox while still having that organizer listed as the room’s delegate or owner. The organizer (or any delegate configured to receive meeting requests for the room) will always be in the approval/RSVP loop by design.

To remove an individual from the process, the room’s calendar delegation/sharing must be changed so that person is no longer a delegate or recipient of meeting requests. This is done by removing that person from the room mailbox’s delegate/sharing configuration in Exchange/Outlook admin tools, not from the meeting items themselves.

Once removed as a delegate, that person will no longer receive RSVPs or meeting requests for that room; organizers of each meeting will then receive and track RSVPs as usual.

References:

• Share and access a calendar with edit or delegate permissions in Outlook
• New Outlook tips for executive admins and delegates