Preparing Office 365 and connecting it with Joan

To successfully pair your Joan device with your Office 365 calendar, it's important to first ensure that your calendar setup is compatible with Joan's functionality.

Begin by verifying that room mailboxes have been created within your Office 365 tenant. If you haven't done this yet, please follow the detailed instructions outlined in the following guide:

How to create a room resource in Office 365

Edit the properties of your new room resources

After creating the necessary room resources, you’ll need to modify some of the resource's default properties to ensure that Joan displays your meetings accurately.

By default, Office 365 is configured to show the organizer’s name instead of the actual event title for scheduled events. To resolve this issue and allow Joan to display the correct event details, you’ll need to make changes using Windows PowerShell.

Please proceed with the steps outlined below to adjust the resource properties accordingly:

1. 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.

  2.   Enter the following command:

Install-Module -Name ExchangeOnlineManagement

 3.   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

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

 5.   Now we can import the module by entering:

 Import-Module ExchangeOnlineManagement

 6.   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. As shown below.

 7.   Please sign in with your admin account

 8.   Once the admin user is authenticated, please execute the following 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 resource, and you will need to do this separately for all of the room resources that you've previously created.

 9.   Once you've completed these steps for all of the room resources, don't forget to change the Execution Policy back to the default state.

Set-ExecutionPolicy Restricted

 10. And that's it, once the properties are set, the newly created meetings will reflect the changes.

Hiding private meetings

In case that you would like to hide the private meetings and not display the meeting information on the Joan tablets, please make sure to execute the following command as well:

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 resource, and you will need to do this separately for all of the room resources that you've previously created.

Connecting the Office365 account with Joan

Once your Office 365 calendar is prepared for Joan, log in to your MyJoan account to complete the pairing process. After logging in, navigate to Settings > Integrations > Calendar, and select the Office 365 option.

You can then choose to sign in either with Global Admin rights or as a delegated user. To learn more about these two permission types, click here.