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Show Meeting Details of an Office 365 Room mailbox Calendar

By default, the Room calendar shows a busy status. But in most organizations, you want to see the organizer of the meeting and you might also want to know what the subject is.  To see these room details in an Office 365 room calendar, we need to change a few settings.

Below I will guide you through setting up the room mailbox with PowerShell in 3 steps:

Step 1 – Connect to Exchange Online

To change the room mailbox details we need to connect to Exchange Online with PowerShell. Make sure that you have installed the latest PowerShell Exchange Online module. We are first going to connect to Exchange Online:

Connect-ExchangeOnline

Before we are going to change the room mailbox permissions, we can first get a list in PowerShell with all the room mailboxes:

Get-EXOMailbox -RecipientTypeDetails roommailbox

Step 2 – Set Limited details AccessRights

To show the subject and organizer we first need to give all the users limited access to the calendar. This will display the subject and location of the meeting. You need to use the following Set-MailboxFolderPermission command:

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

Step 3 – Show the Subject and Organiser

To display also the Organiser of the meeting in the calendar we need to set the following for the Mailbox:

  • AddorganizerToSubject = $true
  • DeleteComments = $false
  • DeleteSubject = $false
Set-CalendarProcessing -Identity Meetingroom -AddOrganizerToSubject $true -DeleteComments $false -DeleteSubject $false

By default, the subject is deleted, so after we set DeleteSubject to $false, only new meeting requests are affected.  For existing meetings you will see the organizer and the location, new meetings will also have the subject displayed as you can see below:

Meeting details room calendar

Bonus – Changing multiple Room Mailboxes at once

If you have multiple Room mailboxes you might want to change them all at once, instead of changing the settings for each Room independently. First, we need to get all the Room Mailboxes:

$rooms = Get-ExoMailbox -RecipientTypeDetails RoomMailbox

Before we proceed let’s check if we have the correct mailboxes:

$rooms | ft

This will result in a list (table: ft = formatTable)  of the room mailboxes.
To change the settings on these mailboxes we will loop through them with the following PowerShell command:

# First set the AccessRights
$rooms | %{Set-MailboxFolderPermission $_":\Calendar" -User Default -AccessRights LimitedDetails} # Display the meetings details $rooms | %{Set-CalendarProcessing $_ -AddOrganizerToSubject $true -DeleteComments $false -DeleteSubject $false}

Close your session when you’re done

When finished, type the following command to close the session:

Remove-PSSession $ExchOnlineSession
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