Preparing Office 365 and connecting it with Joan

Preparing the Office 365 calendar for use 

Before pairing Joan with your Office 365 calendar, you will need to make sure that your calendar supports Joan’s functionality in 3 easy steps:

Make sure you have the correct admin rights to manage your calendar.

1. How to create a Room resource in Office 365.
2. Edit the properties of your new room resources.
3. Connect Joan with Global Delegated User

Edit the properties of your new room resources

Once your room resource has been created, you will need to edit some of the resource’s properties for Joan to display your meetings correctly.

The default setting in Office 365 is that it shows the name of the organizer instead of the actual event title for the events scheduled. To fix this, run the Windows PowerShell as Administrator and follow the steps below.

 

Connect to Exchange Online PowerShell using multi-factor authentication

If you want to use multi-factor authentication (MFA) to connect to connect to your tenant, please follow the instructions below:

You will first need to open Windows PowerShell as an administrator, as it doesn't allow you to install modules when you run it as a normal user.

 

Enter the following command:

Install-Module -Name ExchangeOnlineManagement

This module should allow you to connect to your tenant, even if you use MFA.

By default, Windows has the execution policy set to "Restricted". You will need to temporarily disable this, to avoid running into any errors when importing the module. Please run the following command:

Set-ExecutionPolicy Unrestricted

As you can see in the screenshot below, you will be asked to approve this command. Please type in "Y" and hit enter:

Now we can import the module by entering:

 Import-Module ExchangeOnlineManagement

Enter the following command to connect to your Exchange PowerShell:

Connect-ExchangeOnline

This will give you a pop-up window with the option to sign in. Like shown below.

Enter the last command:

Get-MailBox –Identity <roomresource@email> | Set-CalendarProcessing -AddOrganizerToSubject $false -DeleteSubject $false -DeleteComments $false

This will allow Joan to correctly retrieve a meeting’s title and description for every room resource, displaying the correct name for all events scheduled on the room calendar.
**Please note that <roomresource@email> means to enter the email of your Room.

Don't forget to change the Execution Policy back to the default state. Like so:

Set-ExecutionPolicy Restricted

Additionally:

To hide the private meetings, please execute the following command:

Get-MailBox –Identity <roomresource@email> | Set-CalendarProcessing -AddOrganizerToSubject $false -DeleteSubject $false -DeleteComments $false -RemovePrivateProperty $false

Please note that <roomresource@email> means to enter the email of your Room, and only newly created meetings will reflect the changes.

After preparing the Office 365 calendar for Joan, log into the MyJoan to pair Joan with your calendar.

At the "Calendar" step, select Office 365. Choose between signing in with Global Admin rights or as a delegated user. Find out more about the two different permissions here.