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Office 365 Calendar. Struggling with sharing meeting title or details with a room or resource

Copper Contributor

Hope this the right place and that someone can help.

 

We use resources (mainly rooms) which we can invite to a meeting along with the human attendees and get an automatic reply.  The room calendars are made visible to the public using ICS links - sharing title only. That all works fine.

 

The problem is that on the room calendar , the only info shown is the name of the person that invited the room to the meeting (though the title does appear momentarily during the wait for the automatic acceptance reply.) When shared via ICS we really want to see the meeting title - but that info is ONLY visible on the original meeting organiser's own calendar and doesn;t get propogated to the room calendar - so also is not on ICS. I have tried everything I can think of including sharing all my calendar  details with the room. 

 

The only work around (ish) that half works is if I book a meeting on the room calendar (I am a delegate for the room). I can then put all the info I want in the meeting and the ICS view correctly shows just the title. This isn't the ideal way of booking a meeting room as every potential user would have to be a delegate for the room.

Am I missing something obvious?

 

Thanks

3 Replies
best response confirmed by Coppo23 (Copper Contributor)
Solution

Hi @Coppo23,

you're encountering a common problem with Office 365 room calendars where the default setting displays the organizer's name instead of the meeting subject. 
By default, the room mailbox’s calendar shows the organizer’s name instead of the subject because AddOrganizerToSubject and DeleteSubject are set to True.

To change this behavior, you can use PowerShell commands.
Here are the steps:

  1. Open Windows PowerShell and connect to Exchange Online PowerShell using a Microsoft 365 admin account.
  2. Run the following PowerShell command to set the values of AddOrganizerToSubject and DeleteSubject to False:

 

Set-CalendarProcessing -Identity <RESOURCEMAILBOX> -DeleteSubject $False -AddOrganizerToSubject $False

 

Make sure to replace <RESOURCEMAILBOX> with the email address of your room mailbox.

This change will affect new meeting requests, allowing the room calendar to show the meeting subject instead of the organizer's name.

Office 365 Calendar room event title - Microsoft Community


If you're still facing issues, there's a script available for download that might assist.
How to Fix Titles for Meeting Room Calendars in Office 365 & Exchange | Robin (robinpowered.com)

After downloading, unzip the file and run update_o365_room.bat as an administrator. Enter your Office365 credentials when prompted, and the script will automatically update your meetings to use the event name.

Please click Mark as Best Response & Like if my post helped you to solve your issue.
This will help others to find the correct solution easily. It also closes the item.


If the post was useful in other ways, please consider giving it Like.


Kindest regards,


Leon Pavesic
(LinkedIn)

@LeonPavesic 

 

Thanks.

The script didn't work but the single command yiu suggested did - I didn't investigate why the script failed.

I also expanded the command  to stop it deleting the comments and attachments by setting deletecomments to false:

 

Set-CalendarProcessing -Identity email address removed for privacy reasons -DeleteSubject $False -AddOrganizerToSubject $False -DeleteComments $false

 

@LeonPavesic is there a way to set this as a default behavior in the event that additional room calendars are created in the future?

1 best response

Accepted Solutions
best response confirmed by Coppo23 (Copper Contributor)
Solution

Hi @Coppo23,

you're encountering a common problem with Office 365 room calendars where the default setting displays the organizer's name instead of the meeting subject. 
By default, the room mailbox’s calendar shows the organizer’s name instead of the subject because AddOrganizerToSubject and DeleteSubject are set to True.

To change this behavior, you can use PowerShell commands.
Here are the steps:

  1. Open Windows PowerShell and connect to Exchange Online PowerShell using a Microsoft 365 admin account.
  2. Run the following PowerShell command to set the values of AddOrganizerToSubject and DeleteSubject to False:

 

Set-CalendarProcessing -Identity <RESOURCEMAILBOX> -DeleteSubject $False -AddOrganizerToSubject $False

 

Make sure to replace <RESOURCEMAILBOX> with the email address of your room mailbox.

This change will affect new meeting requests, allowing the room calendar to show the meeting subject instead of the organizer's name.

Office 365 Calendar room event title - Microsoft Community


If you're still facing issues, there's a script available for download that might assist.
How to Fix Titles for Meeting Room Calendars in Office 365 & Exchange | Robin (robinpowered.com)

After downloading, unzip the file and run update_o365_room.bat as an administrator. Enter your Office365 credentials when prompted, and the script will automatically update your meetings to use the event name.

Please click Mark as Best Response & Like if my post helped you to solve your issue.
This will help others to find the correct solution easily. It also closes the item.


If the post was useful in other ways, please consider giving it Like.


Kindest regards,


Leon Pavesic
(LinkedIn)

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