Set a Room Mailbox to Show Details of a Meeting in its Calendar – Office 365

You may notice that meetings with a ‘Room’ mailbox will by default only show a “Busy” status.
Many, including the organisation I work for, wish to have (at the very minimum) the following displayed in the Room’s calendar:

  • Organiser of the meeting, and
  • The subject of the meeting

Below I will demonstrate how to set the permissions so that all meetings (except those explicitly marked as ‘Private’) publicise the above details to all who view its calendar.

  1. First make sure you have the remote signed execution policy set to true. You can do this by running PowerShell in admin mode and running: Set-ExecutionPolicy RemoteSigned
  2. Next, run the following to authenticate your self and import PowerShell commands to your local session:
    $LiveCred = Get-Credential
    $Session = New-PSSession -ConfigurationName Microsoft.Exchange-ConnectionUri https://ps.outlook.com/powershell/ -Credential $LiveCred -Authentication Basic -AllowRedirection
    Import-PSSession $Session

Set the Room calendar to show ‘limited details’ by default

We will do this using the Set-MailboxFolderPermission command. Click the link to see the full list of parameters you can pass in to the command. We will be using ‘limited details’ for the AccessRights variable.

Set-MailboxFolderPermission -AccessRights LimitedDetails -Identity Room:\calendar -User default

Set the Room calendar to show the ‘Organiser’ and ‘Subject’ of the meeting

We will do this using the Set-CalendarProcessing command. Click the link to see the full list of parameters you can pass in to the command.
Set-CalendarProcessing -Identity testroom -AddOrganizerToSubject $true -DeleteComments $false -DeleteSubject $false

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7 Responses to Set a Room Mailbox to Show Details of a Meeting in its Calendar – Office 365

  1. Filipe says:

    Thanks for this. It proved to be very helpful information!

  2. James Lee says:

    Hi, I had applied it and it works~! Thanks!
    However, those events which were created earlier on will not be reflected with this command? Had tried but it only works for subsequent events in the calendar.

    Appreciates your advice~!

    • E Mikail T says:

      Hey James,
      I suspect that as the previous entries have had their details ‘stripped’ off by the mailbox, they can no longer be displayed. I expect that a calendar update to those events will fix the problem.
      Hope that helps :)

  3. Andrew says:

    Thanks Mate!!
    We were talking to MS Support about this exact problem for more then a week!

    You would think they would know their own product…..

  4. Ted says:

    Thanks for this info, very helpful. One additional question…what cmdlet would I use to not only to let uses see calendar details, but actually create appointments and edit calendar items already created?

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