Calendar Problems

How to Allow Users to See Who Reserved a Room in Microsoft 365

Algirdas Jasaitis Oct 14, 2026 868 views

Question details

Users cannot see who reserved a meeting room in Microsoft 365 because the calendar only displays an 'Occupied' status.

How to Allow Users to See Who Reserved a Room in Microsoft 365

Product: Microsoft 365 Exchange Online
Device & OS: not provided
Scenario: A Microsoft 365 administrator needs to modify room mailbox and calendar permissions so that meeting subjects and organizers' names are visible to other users.
Observed behavior: By default, the room calendar hides meeting details and organizer information, showing the reserved time slot simply as 'Occupied'.

Before you start

Ensure you have Microsoft 365 global administrator or Exchange administrator privileges, and have the Exchange Online PowerShell module installed on your computer.

Solution 1Recommended

Configure Room Mailbox Processing and Permissions via PowerShell

Use Exchange Online PowerShell commands to prevent the system from deleting meeting subjects and to append the organizer's name to the calendar event.

By default, Exchange Online strips the subject and organizer details from meetings booked in room mailboxes to protect user privacy. To change this behavior, administrators must modify the calendar processing settings and update the default folder permissions for the room mailbox.

Connect to Exchange Online

Open PowerShell as an Administrator and run the command `Connect-ExchangeOnline` to log in with your Microsoft 365 administrator credentials.

Modify Calendar Processing Properties

Run the command `Set-CalendarProcessing -Identity room@contoso.com -DeleteSubject $false -AddOrganizerToSubject $true` to ensure the room calendar retains the meeting subject and displays the organizer's name.

Grant Calendar Visibility to Users

Execute the command `Add-MailboxFolderPermission -Identity room@contoso.com:\Calendar -User Default -AccessRights LimitedDetails` so all internal users can view the meeting subjects and organizers.

Fix Permission Errors

If you receive an error stating that permissions already exist, replace `Add-MailboxFolderPermission` with `Set-MailboxFolderPermission` and run the command again.

Configure Room Mailbox Processing and Permissions via PowerShell

Replace Placeholder Addresses: Remember to replace 'room@contoso.com' in the commands with the actual email address of the room mailbox you are configuring.

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Frequently Asked Questions

Why do Microsoft 365 room calendars only show 'Occupied' by default?

By default, Microsoft 365 Exchange environments strip the organizer's name, subject, and meeting details for privacy reasons when a meeting is booked in a resource or room calendar. This requires an admin to manually change the calendar processing settings.

How do I fix the 'folder permission already exists' error in PowerShell?

If you receive an error stating that the permission entry already exists when using the Add-MailboxFolderPermission cmdlet, use the Set-MailboxFolderPermission cmdlet instead to modify the existing access rights for the specific user.

Can I allow users to see who reserved a room without using PowerShell?

While administrators can sometimes change basic sharing policies in the Exchange admin center, modifying specific room mailbox processing behaviors—such as overriding the deletion of subjects and enforcing the addition of organizers to the subject line—requires Exchange Online PowerShell.

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