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Why do I only see 6 out of 11 required attendees as available names to choose from for Co-Organizers in Teams meeting?

Pinkerton, Theresa (T.) 20 Reputation points
2026-05-27T18:32:34.0633333+00:00

I have an existing teams meeting on the calendar. I will be on vacation and need to designate my boss as a co-organizer that can start stop and manage the teams meeting in my absence. He is new to Ford, start about 10 days ago. He has a CDSID and I can send him emails and meeting notices. Outlook recognizes him. He is the last person I added to the list of 11 required attendees to the meeting series. He and all but the first 6 required attendees do not show up under Roles - Co-organizer.

How do I add him?

Microsoft Teams | Microsoft Teams for business | Meetings and calls | Schedule meetings
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Answer accepted by question author

Kristen-L 13,260 Reputation points Microsoft External Staff Moderator
2026-05-27T20:08:30.13+00:00

Hi @Pinkerton, Theresa (T.),

Thank you for reaching out and sharing the details of your situation.

Here are a few suggestions to help you add your boss as a co‑organizer for the Teams meeting:

1/ Remove and re‑add your boss

Please follow this exact sequence:

  • Open the meeting series in your Teams calendar and select Edit
  • Remove your boss from the Required attendees list
  • Send the update
  • Reopen the meeting, add him back as a required attendee, and send the update again
  • Completely close Teams (right‑click the Teams icon > Quit)
  • Reopen Teams, go back to the meeting, and check Meeting options > Roles.

2/ Use the Meeting Options web page

Sometimes the Teams app doesn’t update immediately. You can try:

3/ Clear Teams cache 

For Windows: 

  • If Teams is still running, right-click the Teams icon on the taskbar and select Quit. 
  • Press Windows + R to open the Run dialog box. 
  • In the Run dialog box, enter the following path and click OK:  

 %userprofile%\appdata\local\Packages\MSTeams_8wekyb3d8bbwe\LocalCache\Microsoft\MSTeams   

  • Delete all files and folders in this directory. 
  • Restart Teams. 

For macOS: 

  • If Teams is still running, right-click the Teams icon in the dock and select Quit, or press Command + Q. 
  • Open Finder > go to Applications > Utilities > double-click Terminal. 
  • Enter the following commands, pressing Return after each one: 

rm -rf ~/Library/Group Containers/UBF8T346G9.com.microsoft.teams    

rm -rf ~/Library/Containers/com.microsoft.teams2   

  • Restart Teams. 

For reference: Clear the Teams client cache - Microsoft Teams | Microsoft Learn   

4/ Confirm account provisioning

Even though Outlook recognizes your boss, Teams may not yet treat him as an eligible internal user. Please have your IT admin verify that his account is:

  • Fully provisioned and licensed for Teams
  • Recognized as an internal user (not guest/external)

Co‑organizers must be within the same organization tenant.

Reference: Add co-organizers to a meeting in Microsoft Teams.

5/ Contact your IT admin 

If the issue persists, I recommend reaching out to your IT administrator for further assistance. They can help investigate the issue in more detail or submit a support request through the Microsoft 365 Admin Center by following this guide: Get support - Microsoft 365 admin | Microsoft Learn . 

If you’re unsure who your IT admin is, you can find guidance here: How do I find my Microsoft 365 admin? - Microsoft Support. 

Note: We appreciate your understanding regarding the scope of support available through this forum. As moderators, our role is to provide general guidance and assist with common troubleshooting steps. While we do not have access to internal systems or administrative tools required to resolve account-specific or backend-related issues but we’ll continue doing our best to support you within the scope of our responsibilities. 

I hope this helps move things forward. If you have any further questions or need clarification, please don’t hesitate to reach out. I’d be happy to assist.

Thank you for your patience and understanding.

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  1. Pinkerton, Theresa (T.) 20 Reputation points
    2026-06-01T17:25:51.93+00:00

    Hi Kristen,

    Thank you for sending the very detailed suggestion.

    I followed the first steps to delete him, send update, add him as required again, send update. Close Teams (I didn't have a "Quit" option when I right clicked the Teams icon, but I did have a "close window" option. It worked. I re-opened the meeting notice, edit the series, go to options - Roles and added him as a co-organizer.

    I still didn't see him in the list of suggested co-organizers under Roles, but it did at least find him when I typed his name into the box.

    I was successfully able to add him as co-organizer to 4 meetings using these steps.

    And I'm glad I didn't have to try all the different things suggested.

    Thank you.

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  2. AI answer

    2026-05-27T18:32:56.97+00:00

    Co-organizers in Teams must first be required attendees on the meeting and must be in the same organization as the organizer. External participants cannot be made co-organizers, and there can only be one organizer.

    From the context provided, the documented behavior for the Choose co-organizers list is:

    • Only invitees in the same org/tenant as the organizer are eligible.
    • External participants and some guest types are excluded.
    • Co-organizers must be added as required attendees before they appear in the list.

    In this scenario, Outlook recognizing the new boss and allowing email/meeting invitations does not guarantee that the account is fully in the same Teams org/tenant or that all directory sync/Teams policies are fully applied yet. That is the most likely reason only the first six required attendees appear in the co-organizer picker and the newer account does not.

    To add the boss as co-organizer when eligible:

    1. Open Teams and go to Calendar.
    2. Open the existing meeting series and select View event.
    3. Confirm the boss is listed under Required attendees.
    4. Select Options.
    5. Under Roles > Choose co-organizers, search for and select the boss.
    6. Select Apply/Save.

    If the boss still does not appear:

    • Confirm with IT that the boss’s account is in the same Microsoft 365/Teams tenant and not an external/guest-only account.
    • Ask IT to verify that Teams policies for meeting roles are not restricting co-organizer assignment for new or specific users.
    • After directory or policy changes, wait for replication and try again from the Teams calendar meeting options.

    If none of these steps surface the boss in the co-organizer list, the limitation is on the service side (tenant/identity/policy), and the organization’s Microsoft 365/Teams admin must adjust it; there is no client-side workaround in Teams or Outlook.

    References:

    AI-generated content may be incorrect. Read our transparency notes for more information.

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