Migrated Resource / Room Calendar won’t show subject

MigratedResourceCal01After migrating a resource, room or equipment calendar from Exchange on-premises to Exchange Online, meeting details were displaying incorrectly.

Prior to the migration, equipment and room mailboxes shared their calendar details with users, by default. This allowed the user to check a room or resource availability, see the meeting organizer and details of the meeting.  The Calendar folder permissions were set so that the default permission was the Reviewer role, allowing items to be read and the folder to be visible.

After the migration, meeting requests were sent to a room or resource and were auto-accepted/declined. But if accepted, the meeting details were changed. The meeting subject was deleted and changed to the organizers name.

This behaviour is managed by settings called Resource privacy options, allowing you to specify what meeting information will be visible on the resource’s calendar. The settings can be configured in the GUI in on-prem Exchange, in the resource mailbox properties on the resource information tab.

In this example, meeting requests will

  • Retain the comments / message body of the request
  • Retain the meeting subject

CalendarProcessing01

Some of these settings can be changed in Exchange Online using your browser. But the settings we need are only available using PowerShell.

CalendarProcessing02

Check the Privacy Options for the calendar that is changing the subject with this command.

Get-CalendarProcessing -Identity “[alias or smtp]” | Format-List identity,deletesubject,addorganizertosubject

Example

Get-CalendarProcessing -Identity “Kahikatea” | Format-List identity,deletesubject,addorganizertosubject

Identity              : Kahikatea Room
DeleteSubject         : True
AddOrganizerToSubject : True

The Kahikatea Room calendar will remove the subject from the meeting request and replace it with the name of the meeting organizer.

In the example below, I use the Set-CalendarProcessing command to change the meeting room calendar for Kahikatea so that it will:

  • Retain the meeting subject      and not add the organizers name to the subject
  • Remove attachments from the      meeting request
  • Delete the comments / body of      the meeting request

Set-CalendarProcessing “Kahikatea” -AddOrganizerToSubject $false -OrganizerInfo $true -DeleteAttachments $true -DeleteComments $true -DeleteSubject $false

For more detail about the Privacy Options for resource mailbox – http://help.outlook.com/en-us/140/dd569932.aspx#PrivacyOptions

Further examples of PowerShell commands for Calendar Processing settings – http://technet.microsoft.com/en-us/library/dd335046(v=exchg.150).aspx

- Darrell Webster |  nz.linkedin.com/in/darrellwebster/ | @DarrellCWebster