Calendar Problems

How to Find Who Added a Room or Equipment Calendar in Outlook

Camila Milosovich Oct 10, 2026 868 views

Question details

The user wants to identify which specific user added a room or equipment calendar to their Outlook or Outlook on the web client.

How to Find Who Added a Room or Equipment Calendar in Outlook

Product: Microsoft Exchange / Outlook
Device & OS: not provided
Scenario: Attempting to track down the user who added a shared resource calendar, after finding that standard PowerShell permission commands do not reveal this information.
Observed behavior: The Get-MailboxFolderPermission command displays calendar permissions but fails to identify the specific user who added the room or equipment calendar to their view.

Before you start

Ensure you have Microsoft Exchange administrative privileges to view delegation settings and search audit logs in the compliance portal.

Solution 1Recommended

Review Exchange Delegation Settings and Audit Logs

Because adding a calendar is a client-side action tied to free/busy viewing or delegation, tracking it requires checking Exchange Admin Center delegation settings or Purview audit logs rather than mailbox folder permissions.

Room and equipment calendars are typically accessed through Exchange delegation and free/busy permissions. The action of a user adding one of these calendars to their personal Outlook view is not strictly a folder permission change, which is why PowerShell commands like Get-MailboxFolderPermission do not record it.

Access the Exchange Admin Center

Check Resource Delegation

Navigate to 'Recipients', select 'Resources', and open the properties of the specific room or equipment mailbox. Check the delegation settings to see which users have been explicitly granted access.

Run an Audit Log Search

Open the Microsoft Purview compliance portal. Navigate to 'Audit' and run a search for mailbox activities related to the specific room or equipment mailbox during the suspected time frame.

Review Exchange Delegation Settings and Audit Logs

Auditing Limitations: If mailbox auditing was not enabled prior to the event, or if the user simply added the calendar using default internal free/busy visibility, identifying the exact user may not be feasible.

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Frequently Asked Questions

Why doesn't Get-MailboxFolderPermission show who added the calendar?

The Get-MailboxFolderPermission command only displays the current permissions set on a mailbox folder. It does not track the historical client-side action of a user pinning or adding a shared calendar to their personal Outlook interface.

Do internal users need special permissions to view a room calendar?

Generally, no. Internal users can typically view room and equipment free/busy information by default without needing explicit delegate permissions, making it difficult to track who specifically added it to their view.

Can I track when a calendar was added if auditing was turned off?

Unfortunately, if Exchange mailbox auditing was not enabled before the calendar was added, there is no historical log recorded by the server to identify which user performed the action.

Outlook & Email Problems