Display Organizer Name in Room Calendars

Display Organizer Name in Room Calendars

1.    Prerequisites:

·       You must be assigned the Exchange Online PowerShell role or have appropriate permissions in Exchange Management Shell.

·       Connect to Exchange Online PowerShell using:

Connect-ExchangeOnline -UserPrincipalName youradmin@domain.com

 

2.    Steps

 

1.     Connect Exchange online PowerShell

2.     Run the command below:

 

Set-CalendarProcessing -Identity conferenceroom@domain.com -DeleteComments $true -DeleteSubject $true -AddOrganizerToSubject $true -RemovePrivateProperty $true

 

Parameters:

• -Identity conferenceroom@domain.com: Specifies the resource mailbox (conference room).
• -DeleteComments $true: Removes any comments from meeting requests.
• -DeleteSubject $true: Clears the subject line from the calendar entry.
• -AddOrganizerToSubject $true: Adds the organizer’s name to the subject line.
• -RemovePrivateProperty $true: Removes the “Private” flag from calendar items.

 

3.     Run this command to verify the changes:
Get-CalendarProcessing -Identity conferenceroom@domain.com | Format-List

 

The command does not delete information for the meeting organizer or attendees. Instead, it controls how the room mailbox displays meeting details to users who view the room's calendar (typically for availability purposes).

• Meeting Organizer and Attendees:
  They still see the full meeting details (subject, comments, etc.) in their own calendars. Nothing is deleted from them.
  
  
• Room Mailbox Calendar View (for others):
  These settings affect how the room's calendar appears to users who are not part of the meeting but are checking the room's availability.
  
  

Breakdown of Effects:

Setting	Impact
-DeleteComments $true	Comments in the meeting invite are removed from the room's calendar entry.
-DeleteSubject $true	Subject line is removed from the room's calendar entry.
-AddOrganizerToSubject $true	The organizer's name is added to the subject line (e.g., "Reserved by Rajat ").
-RemovePrivateProperty $true	Removes the "Private" flag so the meeting is not hidden from users with calendar access.

People who look at the room's calendar will not see the subject or comments, but will see who booked the room, which helps with transparency while maintaining privacy.