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

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

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

Else you can take full take full permissions on the meeting room mail box and share the calendar

Set-ExecutionPolicy RemoteSigned

$LiveCred = Get-Credential

$Session = New-PSSession -ConfigurationName Microsoft.Exchange-ConnectionUri https://ps.outlook.com/powershell/ -Credential $LiveCred -Authentication Basic -

AllowRedirection

Import-PSSession $Session

Add-MailboxPermission -Identity meeringroomname@domain.com -User yourusername@domain.com -AccessRights Fullaccess -InheritanceType All


Remove-PSSession $Session

Logon to your OWA
Click your name in the upper right drop down open other mailbox
Open Room Mailbox
Share calendar from OWA as other user under calendar share
Make everyone Reviewer

Else you can perform this task in powershell aslo

$LiveCred = Get-Credential

$Session = New-PSSession -ConfigurationName Microsoft.Exchange-ConnectionUri https://ps.outlook.com/powershell/ -Credential $LiveCred -Authentication Basic -AllowRedirection

Import-PSSession $Session

Set-CalendarProcessing -Identity MeetingRoom@domain.com -AddOrganizerToSubject $true -DeleteComments $false -DeleteSubject $false

Add-MailboxPermission -Identity MeetingRoom@domain.com:\calendar -User username -AccessRights reviewer

In the last command you can replace the username with distribution list group(security group) name if you want to set the permissions to multiple users.