RICOH Spaces respects the standard Outlook private-meeting flag — when a meeting is marked Private in Outlook, the meeting subject, body, and attendee list are withheld from anyone who does not own the calendar. For this to work end-to-end, your room mailboxes must be configured so that Exchange does not strip the Private flag, replace the subject, or delete the body when the meeting is processed onto the room calendar.
The four Exchange calendar-processing settings below should be set to False on every room mailbox. They prevent Exchange from rewriting private meetings into a form where RICOH Spaces (or anyone else reading the room calendar) would inadvertently expose private content.
Recommended settings
AddOrganizerToSubject : False — prevents Exchange from rewriting the meeting subject to "Organizer's Name" on the room mailbox.
DeleteSubject : False — preserves the original meeting subject (still hidden from non-owners if the meeting is marked Private).
RemovePrivateProperty : False — keeps the Private flag attached to the meeting. Without this, Exchange strips the flag and the meeting becomes visible to everyone reading the room calendar.
DeleteComments : False — preserves the meeting body (still hidden from non-owners if the meeting is marked Private).
Apply to every room mailbox
Run the following PowerShell against your tenant. It loops over every RoomMailbox recipient and applies the four settings above:
Get-Mailbox -RecipientTypeDetails "RoomMailbox" | foreach {
Set-CalendarProcessing -Identity $_.PrimarySMTPAddress `
-RemovePrivateProperty $False `
-DeleteSubject $False `
-AddOrganizerToSubject $False `
-DeleteComments $False
}
Microsoft documents the underlying cmdlet here: Set-CalendarProcessing.
Related articles
Microsoft 365 Required Permissions — the full list of Microsoft Graph permissions RICOH Spaces requests, what each does, and how to scope them to specific mailboxes.
Connect Microsoft 365 Calendars — how to integrate your tenant with RICOH Spaces.