Update permissions for the Select room functionality before October 2026

Microsoft announced the retirement of Exchange Web Services (EWS) for Exchange Online on October 1, 2026. To ensure uninterrupted functionality, we’re asking the customers that use the Select room functionality in their sessions to grant additional Microsoft Graph API permissions before the retirement date.

Who is affected?

This change affects only customers who use the Select room functionality when creating or managing sessions.
Customers who don't use room selection aren't impacted and don't need to take any action.

What action is required?

Required role: LMS admin at global level or catalog admin at catalog level.

Affected customers must grant additional permissions before October 1, 2026, to continue using room selection after Microsoft retires EWS.

Optional: reduce access to a room calendar or rooms list calendar

Before granting the additional permissions, you can strip access from rooms or rooms list calendar entirely.

To strip access to a specific room calendar, you can use the following cmdlet:

$roomCalendar = "SiarheiKuchukRoom2@8zjw3y.onmicrosoft.com:\Calendar"
$automationUser = "siarhei_kuchuk_automation_user_for_ales_tenant@8zjw3y.onmicrosoft.com"
$existingPermission = Get-MailboxFolderPermission -Identity $roomCalendar -User $automationUser -ErrorAction SilentlyContinue
if ($existingPermission) {
 Set-MailboxFolderPermission -Identity $roomCalendar -User $automationUser -AccessRights None
}
else {
 Add-MailboxFolderPermission -Identity $roomCalendar -User $automationUser -AccessRights None
}

To strip access to rooms list calendar availability, you can use the following cmdlet:

$roomList = "Siarhei Kuchuk - Room List - Name"
$automationUser = "siarhei_kuchuk_automation_user_for_ales_tenant@8zjw3y.onmicrosoft.com"
$groupMembers = Get-DistributionGroupMember -Identity $roomList -ResultSize Unlimited -ErrorAction Stop

# Resolve group members to room mailboxes only.

$roomMailboxes = foreach ($member in $groupMembers) {
$resolved = Get-Mailbox -Identity $member.PrimarySmtpAddress -ErrorAction SilentlyContinue
if ($resolved -and $resolved.RecipientTypeDetails -eq "RoomMailbox") {
  $resolved
}
}

if (-not $roomMailboxes) {
 throw "No room mailboxes found in room list '$roomList'."
}
$results = foreach ($room in $roomMailboxes) {
$roomCalendar = "$($room.PrimarySmtpAddress):\Calendar"

$existingPermission = Get-MailboxFolderPermission -Identity $roomCalendar -User $automationUser -ErrorAction SilentlyContinue
if ($existingPermission) {
  Set-MailboxFolderPermission -Identity $roomCalendar -User $automationUser -AccessRights None
} else {
  Add-MailboxFolderPermission -Identity $roomCalendar -User $automationUser -AccessRights None
}

$userAfter = Get-MailboxFolderPermission -Identity $roomCalendar -User $automationUser -ErrorAction SilentlyContinue

[pscustomobject]@{
  RoomDisplayName      = $room.DisplayName
  RoomEmail            = $room.PrimarySmtpAddress
  AutomationUserAccess = if ($userAfter) { ($userAfter.AccessRights -join ",") } else { "NotFound" }
}
}
$results | Format-Table -AutoSize

Grant consent

You can grant consent from the Learn365 Admin Center > select a catalog > Catalog settings > Microsoft 365 Connection Settings panel:

• If your Microsoft 365 account is already connected, you'll see an additional Consent button. Select it and, in the Permissions requested window, select Accept.
• If your Microsoft 365 account is not yet connected, you can grant the new permissions by selecting Connect and, in the Permissions requested window, selecting Accept.

How can I verify the permissions?

After granting consent, you can verify that the permissions have been approved in the Microsoft Entra admin center > Enterprise apps > Zensai. The list of permissions must contain these two Microsoft Graph API permissions:

• Place.Read.All (to get a list of rooms in your organization).
• Calendars.ReadWrite (to get info about the room availability).

What happens if I don't grant consent?

If the required permissions are not granted before Microsoft's EWS retirement in October 2026, you will no longer be able to retrieve room information through the Select room functionality.

When attempting to select a room, you will see an error message, and room selection will not be available until the required permissions have been granted.