An administrator asked:
We're using Exchange with a mixture of Outlook clients. Meetings are showing up on the Resource Room calendars with the meeting organizer's name in the subject line. How do we remove it?
This is an Exchange issue, not Outlook. It needs to be changed on the Exchange server using the Set-CalendarProcessing cmdlet to change the DeleteSubject and AddOrganizertoSubject settings for the resource room.
In Exchange 2010 and newer, use the Set-CalendarProcessing cmdlet. The format is the same as for Exchange 2007, using $true if you want to have the organizer name in the subject and $false to remove the organizer:
Set-CalendarProcessing -identity meetingroom -DeleteComments $true -AddOrganizerToSubject $false -DeleteAttachments $true -DeleteSubject $true
In Exchange 2007, use the set-mailboxcalendarsettings cmdlet to change the DeleteSubject and AddOrganizertoSubject settings for the resource room.
Use the following PowerShell command to make the change, changing 'meetingroom' to the correct alias for your meeting room.
set-mailboxcalendarsettings -identity meetingroom -deletesubject $false -addorganizertosubject $false
More Information
Set-CalendarProcessing (Exchange 2010/2013/2016/2019 and Office 365)
Resource mailbox's calendar shows the organizer's name instead of the subject in an Exchange Server environment (MSKB)
For more information on using the set-mailboxcalendarsettings command, see How to Set Resource Booking Policies (Exchange 2007)
Arsalan says
Hi Guys, Just to update you on above if anyone finds this Page and has the same issue, what i had...
My Resource Room (meeting room) wasnt showing Subject, it was showing the users name in place of Subject.. as i was banging my head from yesterday... I found the following...
The Command is 101% correct... and it works fine... but the issue i faced was, ONLY New meeting request will show the Subject correctly, those previous meeting request will NOT show the Subject...
Hopefully it will be beneficial for anyone who visit this Page..
Thank you for a great post...
Rayan says
Thanks for that, do you find anything to change also for previous meetings ?
Diane Poremsky says
If it doesn't remove the names from existing meetings, they would need to be edited. (It's been awhile since i did it on the calendars here.)
Bill Maniscalco says
How do I manage/change the organizer name Outlook 2016 uses when I send a new meeting invite? I can't seem to locate this option. I have changed my name to "Bill" in the Outlook "general" options page, but it is using "William" when I send out new meeting invites. Thanks!
Diane Poremsky says
The organizer name is the same name used on email - if it's pop3/imap, you can change it in account settings. if its exchange, it is picked up from the server. You need to change the accoun on te server to change it in outlook.
ClintonA says
Good day Diane, Great blog. Quick question, which is similar to kelemvor33, but mine is a little different. I need to delete the subject and only add the organizer to all previous meetings. We use DeleteSubject $true and AddOrganizerToSubject $true. Not sure what the macro would look like to accomplish that on the resource mailbox.
Any help would be greatly appreciated.
Steve says
I've got a handful of Resource Room mailboxes in Exchange Online (Exchange 2016) - all show the AddOrganizerToSubject = True.
It seems that sometimes the organizer's name is applied to the Subject, but often it is not.
Any ideas as to what may cause that?
hemantunique says
Hay Diane,
Thank for this blog.
I have one question. I have made the DeleteSubject and AddOrganizerToSubject to False.
Now the Room mailbox can show me Subject and the Room Mailbox name if I move the pointer to the perticular scheduled meeting. I can not see the organizer name here. If I double click and open the meeting from the Room mailbox calender then I can see the organizer, Subject and Location information. Can we do something so that we can see the Organizer Name and Subject when we move the pointer on the meeting object.
Otherwise we need to open each meeting object to see its organizer information.
Thank you.
Diane Poremsky says
No, you can't customize the popup to show the organizer (if it's not showing it).
kelemvor33 says
Any way to have this go back and update all the appointments already in the calendars or is this only for future events that get created?
Diane Poremsky says
This will only apply to new meetings. You could use a macro to remove the organizers name.
The macro on this page be the basis for it: https://www.slipstick.com/developer/code-samples/working-items-folder-selected-items/
Get the length of the organizers name and trim it from the subject.
Stephen says
I have a question as well- in an Exchange 2010 Environment, is it possible to go back and update the meetings that are already scheduled? I changed all the settings in the EMC, but noticed existing meetings didn't change. Will the cmdlet update existing meetings properly?
Diane Poremsky says
I don't think they will be updated but haven't tested it. The name is added (or not added) to the subject as it's added to the calendar and changing the settings will apply to new meeting. (But I could be wrong as I haven't tested it.)
Marcos Rodas says
I was wondering if there is a way to change the end time in the all day event calendar to 11:59 PM? The issue is that whenever we use the all day event the calendar appointments show ending the following day.
Diane Poremsky says
You could use a macro but if the problem is that the event is on a shared calendar and the person who created it in a different time zone, it's more difficult to fix. Syncing with smartphone can also cause all day events to span two days.
However if you only see the date in the list view, it's normal - in the calendar view, it should be on one day but outlook lists the end date as midnight the next day if you use list view.
DGS says
Hi Diane,
I'm experiencing the same problem.
I want to delete the subject and put the organizer in the subject.
I've done this before without issues, but it's not working.
AutomateProcessing : AutoUpdate
AllowConflicts : False
BookingWindowInDays : 365
MaximumDurationInMinutes : 0
AllowRecurringMeetings : True
EnforceSchedulingHorizon : True
ScheduleOnlyDuringWorkHours : False
ConflictPercentageAllowed : 0
MaximumConflictInstances : 0
ForwardRequestsToDelegates : True
DeleteAttachments : True
DeleteComments : False
RemovePrivateProperty : True
DeleteSubject : True
AddOrganizerToSubject : True
DeleteNonCalendarItems : True
TentativePendingApproval : True
EnableResponseDetails : True
OrganizerInfo : True
ResourceDelegates : delegatename
RequestOutOfPolicy : {}
AllRequestOutOfPolicy : False
BookInPolicy : {}
AllBookInPolicy : True
RequestInPolicy : {}
AllRequestInPolicy : False
AddAdditionalResponse : False
AdditionalResponse :
RemoveOldMeetingMessages : True
AddNewRequestsTentatively : True
ProcessExternalMeetingMessages : False
RemoveForwardedMeetingNotifications : False
MailboxOwnerId : -----
Identity : -----
IsValid : True
ObjectState : Changed
Rodrigo says
Hi Mrs. Poremsky,
I set parameters deletesubject for true and deletecomments for true with cmdlet Set-CalendarProcessing.
But i keep seeing the comments and the subject in room calendar.
Can you help me?
Tks
Diane Poremsky says
which version of exchange? if you use get-calendarprocessing, does it show the values were set?
C Lisson says
Hi Mrs. Poremsky,
your blog saved my day (like so often)
Rick says
Is there any way to add the Organizer's name at the End of the Subject, vs. the Front? It seems that the Subject would be the more valuable field to see first, especially when looking at a month view for quick reference. The Organizer is good for distinguishing the main contact for the meeting, but secondary to the Subject / Title of the meeting.
Diane Poremsky says
No, you can't control where exchange puts it, only remove it.
JM says
Thank you for this article as this helped us fix the issue. I would like to make the comment that in your statement for the Exchange 2010/2013 environment you need to put $false for -AddOrganizerToSubject and -DeleteSubject. Your statement has $true.
Diane Poremsky says
Thanks. Yeah, it depends if you want to add it or delete it. :) I'll fix it so it's clear.
Royal says
We are so glad we found this today, as it was the exact resolution we needed for a group of users.
I do have a secondary question related to this; What if this is the result for just a single user in an Exchange 2007 environment? All of the resources are now saving their appointments correctly, unless this user books. If he books a space, the subject changes to his name no matter which space it is.
Diane Poremsky says
It sounds like a permissions/policy issue. Use this cmdlet to see what setting the user has, where alias = the problem user's alias or email address
Get-CalendarProcessing -Identity alias | Format-List
Royal says
Unfortunately that cmdlet doesn't function in our environment. I tried using the get-mailboxcalendarsettings instead, but there was nothing in there that should be affecting how his bookings appear in the resource calendars. I appreciate the response, it's refreshing to actually see one.
Sophie says
We have made these changes but the subject is still being replaced by the Organizers name. Please help
Thanks
Diane Poremsky says
What version of Exchange server are you using?
Anima says
Hi Poremsky,
Please tell me the same command for 2010 server, since we are having mailboxes in 2010 exchange server. Please reply soon.
Its very urgent.
Diane Poremsky says
In 2010 you need to use Set-CalendarProcessing - https://technet.microsoft.com/en-us/library/dd335046.aspx
Mike H says
Hi Ms Poremsky,
Thanks for your original post above. We just migrated from our old physical exchange 2007 server to a new virtual Exchange 2007 server & I've had reports of this behavior from several admins on different rooms. Is there a way to set all resources to not delete the subject & not add the organizer to the subject line?
I have the same question about booking window in days; I want to make a global change there as well & was hoping to not have to do every resource, one at a time!
Thanks in advance for the help!
Mike
Lhe O. says
Hi Ms Poremsky,
I'll be needing some help for my question in Outlook Meeting request that works for Outlook 2007.
Is it possible that the meeting organizer status will be displayed as always free and the required attendee should be booked as out of office?
I have an excel to aut0matically send a meeting request and what I wanted to do is when I send the invite to the recipient their status should be booked as out of office and mine as organizer will always displayed as Free or Busy status.
I don't know hot to add VBA code on the ".organizer" to set the status as free or busy.
Clay Rembert says
Hi Ms Poremsky
Your information and tips are great! Unfortunately, there is a topic that I could not locate. That issue deals with items that the RECIPIENT (using OL2010) has access to. When a recipient opens the meeting request and sees the proposed time slot etc on the calendar, what other items from the SENDER'S (also using OL2010) calendar is the RECIPIENT privy to??
When I viewed my sent items folder, the view implied the recipient had the option to scroll through the sent calendar, thus viewing events from a variety of time slots... I am just a bit confused. Mega thanks in advance!
Clay
Diane Poremsky says
That is just an optical illusion. :) They can only see your free/busy, assuming they have rights to it. Others on your exchange server may be able to see free/busy but most people on other domains will not be able to see it.