By default, Microsoft Exchange Online resource mailboxes (like room calendars) are configured to remove the meeting subject and body when events are sent to them. This can interfere with video conferencing panels that rely on the event body to display a Join button.

Follow the steps below to ensure meeting details (including conferencing links) are retained in the room calendar.

⚠️ Important Considerations (Read Before Proceeding) ⚠️ 

• These changes apply only to new meetings created after the settings are updated.
• Be aware: retaining full meeting content in room calendars may expose sensitive information to room delegates or other connected systems (e.g., panels, automation tools, or reporting services).

Before You Start

• You must have Exchange admin privileges.
• You must use Exchange Online PowerShell (Microsoft 365).

Step-by-Step Instructions

Connect to Cloud Exchange Online PowerShell

If you haven’t already, install the module:

Install-Module ExchangeOnlineManagement

Then connect:

Connect-ExchangeOnline -UserPrincipalName youradmin@yourdomain.com

Check the Current Calendar Processing Settings

Replace RoomMailboxName with the alias or display name of your room resource mailbox:

Get-CalendarProcessing -Identity "RoomMailboxName" | Format-List

Look for these key settings: DeleteSubject, AddOrganizerToSubject, DeleteComments.

Update Calendar Processing Settings

Run the following command to ensure the meeting subject and body are preserved:

Set-CalendarProcessing -Identity "RoomMailboxName" `
 -DeleteSubject $false `
 -AddOrganizerToSubject $false `
 -DeleteComments $false

What these do:

• -DeleteSubject $false: Keeps the original meeting subject.
• -AddOrganizerToSubject $false: Prevents appending the organizer's name to the subject.
• -DeleteComments $false: Retains the full body of the invite.

Verify the Changes

To confirm your changes:

Get-CalendarProcessing -Identity "RoomMailboxName" | Format-List DeleteSubject, AddOrganizerToSubject, DeleteComments