Office 365 – Importing and Exporting Calendars – Meeting Rooms

Sometimes there is a need to export a calendar in Office 365. I recently had a case where a customer had been using a personal calendar to manage a room. I don’t know why they weren’t using the Meeting Room resources in Exchange but that’s a question for another time. If you find yourself in a similar situation then don’t despair as the process is quite straightforward.

First off the user that has the calendar to be exported must have full access to the Meet room that you want to import the calendar entries into. For this we need to use good old PowerShell. You’ll need the Office PowerShell modules to achieve this, these can be obtained from HERE.  Once everything is installed you’re ready to go.

Open PowerShell ISE and enter the following commands:

Connect-MsolService  (use your admin account)

$credential = get-credential (use your admin account or a exchange admin account)

$ExchangeSession = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri “https://outlook.office365.com/powershell-liveid/” -Credential $credential -Authentication “Basic” -AllowRedirection

Import-PSSession $ExchangeSession

You’ll now have a connection to your Office 365 Exchange Online, now we need to grant the user access to the Meeting Room.

Add-MailboxPermission “Meeting Room Name” -User “a.user@domain.com” -AccessRights FullAccess

Ok, within a few minutes you should see the meeting room appear in the users Outlook client (win32), when it has appeared you can start the next part.  All the steps below are performed as the user that currently owns the personal calendar i.e. the one we’re exporting.  Leave your PowerShell open as we’ll need to come back to this a bit later.

Exporting

  • Open Outlook (win32 client)
  • Change to the calendar view
  • Ensure that only the calendar to be exported has been selected

Outlook - select calendar to be exported

  • Click “File” from the menu and select “Open & Export” (1) then click “Import/Export” (2)

Outlook - click on the export option from within File menu

  • Select “Export to a file”

Outlook - export to a file

  • Select “Outlook Data File (.pst)”

Outlook - Export to PST

  • Select “Calendar” and de-select “Include subfolders”

Outlook - select calendar

  • Select a destination for the file and click “Finish”

Outlook - Select backup file

  • Click “OK” on password prompt, this step is optional.

Importing

  • Open Outlook  (win32 client)
  • Change to the Calendar view
  • Click “File” from the menu and select “Open & Export” (1) then click “Import/Export” (2)

Outlook - select import from file menu

  • Select “Import from another program or file”

Outlook - Import from file

  • Select “Outlook Data File (.pst)”

Outlook - Select PST

  • Select the file you created earlier and select the desired option (if you are importing into a new calendar then the top option will be sufficient)

Outlook - select backup file

  • Select the “Calendar” object from the “Select the folder to import from” (1)  De-select “Include Subfolders” (2) and finally select the meeting room from the drop down (3).  If the meeting room isn’t present, then the permission for the meeting room are not set correctly and the user you are using doesn’t have access to it.

Outlook - select calendar to import into

  • And you’re done.

Final Step

Remember you left your PowerShell open? the last bit is to remove the permissions that you applied at the start of the post.  To do this just run the following command:

Remove-MailboxPermission “Office Meeting Room” -User “john.smith@coriniumtech.com” -AccessRights FullAccess

 

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