Customize Surface Hub’s Meetings Auto-Response

If your environment contains at least one surface Hub, you're probably familiar with the replies sent from Surface Hub when you're booking it.

Hubs are configured as room mailbox, and designed to automatically accept or decline the meting invite based on their availability;

If the Hub is available - it'll automatically accept your meeting invite and your name will appear on the Hub's screen when you'll enter the room:

If the Hub is not available - it'll automatically decline the meeting invite, providing the reason for declining the meeting:


Hopefully the Hub is available and the meeting was approved - for some users this maybe the first time they meet the Hub, or they may need to refresh their memory since the last Hub training.


Exchange Server and Exchange Online provide us with the option to add HTML code to the auto-response message the Hubs send.
Our busy marketing team created a fancy HTML template just for you to add to your Hub's auto-response messages and help prepare your users for their next meeting with the Hub:


When do I configure this?

You can set the auto-response with the HTML code when you're creating and configuring the Hub's account, or change the configuration for existing Surface Hub accounts. The PwerShell cmdlets are the same for both cases, and we'll cover it later in this post.

How to configure:

When sending HTML pages in an email message, you're normally facing the possibility that images will not be displayed correctly. To make sure the response from the Hub is properly displayed, you have two options:

  1. Host the images  on a local server in your environment that's accessible to your users. This is a preferable option especially if your environment restricts access to the Internet or some websites.
  2. Use images hosted on the internet. This option is great if most of your users are remote, or if you allow access to most internet resources.

This is something you should carefully plan for, or your users will end up getting weird looking auto-responses like the one below:



To compliment both options, we have two separate HTML versions of the same email in this location. ← DOWNLOAD HERE

You'll find one folder and two files in this share as follows:

  • Index.html is the base HTML code for this email. it's the one you'll need to edit if you're hosting the media internally.
  • ReplyExt.html is the HTML file already configured to access external resources.
  • The 'Media' folder contains all the images required to use with the Index.html file.

Tip: clicking on any of the HTML files will open an HTML editor (give in 10 seconds) from which you can copy the code.

If you chose to host the files internally, you'll have to edit the index.html file to point to the media location.
To do so, open the index.html file and search for "media/ and replace it with the new media location:


Line 199 in index.html the refers to <img src="media/Logo_Microsoft.png" alt="Microsoft"/>
That'll have to change to something like <img src="https://IIS.domain.local/Logo_Microsoft.png" alt="Microsoft"/>

Whether you use Index.html or ReplyExt.html, you should edit the following:

  • Line 203, replace  <img src="media/partnerLogoPlaceholder.jpg" alt="placeholder logo"/> with the logo of your own company.
  • Line 688, replace <a href=""></a> with an email address in your company.

Configure Auto-response

The command used to configure the auto-response is Exchange's Set-CalendarProcessing.
To simplify the process, you can set these parameters in PowerShell:

$Reply = Get-Content -Path "C:\Temp\HubAutoResponse\index.html" (Where "C:\Temp\HubAutoResponse" is the location of the index.html file or the ReplyExt.html)

Set-CalendarProcessing -identity -AdditionalResponse $Reply (Where "" is the email address of the Hub's account)

Right after completing these steps, your new email template will be sent with every Surface Hub auto-response:


Webinar: June 21st 1:00pm EST


Microsoft placeholder logo

You have scheduled a collaborative Surface Hub meeting. To ensure you have a successful meeting, follow the simple steps below.

Step 1

Ensure Skype is added to your meeting invite

Here’s how your Outlook meeting should look with a Skype bridge (optional):

step one- click skype meeting from outlook
step 2

Get familiar with the Hub

Find a Surface Hub and open “A Surface Hub Tour” app. If you don’t see it available,
ask your IT admin to download the app on your own device. See below for IT contact
details. As an option, you can also download the app on your personal device.

Download the App>>

Prepare your content for sharing

If you’re using any content in your meeting, follow these instructions:

  • Attach PowerPoint files to the Meeting Invite to make them available in the Skype meeting on Surface Hub.
  • Upload any documents or images to OneDrive for Business and Sign in on Surface Hub to access your content.
  • Save your documents or images to a USB Flash Drive and bring it with you to the meeting. Plug in your drive on the right side of the Surface Hub then open File Explorer to locate the drive with your files.
step 4

Join your meeting

Once you’re there, simply touch the
blue button with your meeting on the
Surface Hub screen. If your meeting is
not there, make sure you invited the
correct Surface Hub.

Additional helpful tips for during your meeting

Launch the whiteboard:

The whiteboard will automatically start when you join the meeting. However, you can always start a new whiteboard from the Windows Start menu. Learn more on how to do this on “A Surface Hub Tour” app.

Present your PowerPoint:

If you attached your PowerPoint to the original meeting invite, open it from the Content panel in the meeting and click on Present Screen at the top of the screen. You can also access your documents after signing into Office 365, from your OneDrive, or from a USB.

Connect your device:

If you attached your PowerPoint to the original meeting invite, open it from the Content panel in the meeting and click on Present Screen at the top of the screen. You can also access your documents after signing into Office 365, from your OneDrive, or from a USB.

Learn more by exploring “A Surface Hub
Tour” app or check out additional Surface
Hub learning materials here. If you have
any questions, please contact ITsupport@contoso.comHappy Hub-Meeting!


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