Accurate meeting information, including titles, privacy settings, and descriptions, is crucial for seamless meeting room management. By configuring these settings, you ensure clarity and privacy while enhancing the overall user experience.
This guide outlines how to adjust Microsoft 365 and Exchange settings to display the correct meeting details on room calendars while preserving privacy for sensitive events.
Key Benefits of this Configuration
Improved Clarity: Displays the actual event titles, making room schedules easier to understand.
Enhanced Privacy: Ensures private events remain secure and flagged as private.
Seamless Integration: Optimizes meeting room data for use with Comeen.
Prerequisites
Before proceeding, ensure you have the following:
A Microsoft 365 subscription.
Exchange Server 2010 or later.
Access to PowerShell or Azure Cloud Shell as an administrator.
Table of Contents
⚠️ Warning: Changes made to the Microsoft 365 tenant may take up to 24 hours to propagate fully to Comeen. Please plan your updates accordingly.
1. Connect to Microsoft 365 with PowerShell
To begin, establish a connection to your Microsoft 365 environment:
Open Azure PowerShell or Azure Cloud Shell as an administrator.
Refer to Microsoft’s official guide for connecting to Microsoft 365 using PowerShell.
2. Execute the Configuration Command
You have two options for configuring meeting room settings using PowerShell. Choose the one that best fits your requirements:
⚠️ Warning: We recommend carefully verifying that all provided PowerShell commands are correctly copy-pasted without errors. Comeen is not responsible for any issues caused by incorrect usage or modifications to these commands.
Option 1: Apply Settings to All Room Mailboxes
To configure all room mailboxes across the tenant, use the following command:
Get-Mailbox -RecipientTypeDetails RoomMailbox | Set-CalendarProcessing -AddOrganizerToSubject $false -DeleteSubject $false -DeleteComments $false -RemovePrivateProperty $false
Explanation of Parameters:
-AddOrganizerToSubject $false: Prevents the organizer's name from being appended to the event title.-DeleteSubject $false: Ensures the event title remains visible on the room calendar.-DeleteComments $false: Retains event descriptions for additional context.-RemovePrivateProperty $false: Maintains the privacy flag for private events.
Option 2: Apply Settings to a Single Room Mailbox
To target a specific room mailbox, use the following command:
Set-CalendarProcessing -Identity [email protected] -AddOrganizerToSubject $false -DeleteSubject $false -DeleteComments $false -RemovePrivateProperty $false
Replace
[email protected]with the email address of the room mailbox you want to configure.The parameters perform the same functions as described above but are limited to the specified room mailbox.
3. Verify the Configuration
To confirm the settings were applied correctly:
Schedule a test meeting in a room calendar.
Check the room calendar to ensure the correct title and description appear.
For private events, verify that they remain flagged as private with details hidden.
Key Considerations
Private Events: This configuration preserves privacy for events marked as private, ensuring sensitive information is secure.
Organization-Wide Impact: The command applies these settings to all room mailboxes within the tenant, streamlining meeting room management.
Revert Changes: To undo the changes, rerun the command with appropriate
$trueor default parameter values.