How To Create Meeting Room In Office 365

To add the Office 365 calendar in the RingCentral Online account, admins need to follow these steps:

Creating a dedicated user for RingCentral Meetings Rooms to access Office 365 calendars
Creating or locating a calendar resource for each room
Set Up Access Permissions
Update the calendar resource settings using Windows Powershell
Add calendar services to RingCentral Meetings Rooms
Add a RingCentral Meetings Room with Office 365

Creating a dedicated user for RingCentral Meetings Rooms to access Office 365 calendars

Sign in to Office 365 as an administrator.
Add a User to your Office 365 account. See Add users individually or in bulk to Office 365 for more information.

Take note of the email address and password. Use this email address and password when you add the calendar to the RingCentral Account.

Creating or locating a calendar resource for each room

Log in to https://outlook.office365.com/ecp/ as an Administrator.
Navigate to Recipients > Resources.
Click on the plus (+) button if you need to add a room. You can use an existing room or add a new room.

Click plus sign

Note: Take note of the Display Names of the rooms and their corresponding email addresses. You will need this information when you select the calendar resource from within the RingCentral Account under the calendar integration.

Setting up access permissions

App-level impersonation
Full delegate access

App-level impersonation

Enabling application impersonation in ECP
1. Log in as an admin to Exchange Control Panel (ECP).
2. Click permissions.
Click permissions
3. Select Discovery Management, then click Edit.
4. Under Roles, click Add (+).
Click Add (+)
5. Select ApplicationImpersonation, then click add - >.
Select ApplicationImpersonation
6. Click OK.
7. Click Save in Discovery Management. Office 365 will start updating the organization settings.

Updating Role Management and Assignments

1. Start Windows PowerShell with the Run as administrator option. This option is available when you right-click the Windows Powershell app without launching it.
2. Enter the following command:

$UserCredential = Get-Credential

3. Enter the Office 365 administrator username/password in the dialog box.Make sure this account has permissions for both Organization Management andRecipient Management.
4. Prepare the session by running this command:

$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://outlook.office365.com/powershell-liveid/ -Credential $UserCredential -Authentication Basic -AllowRedirection

If you are in China, run this command instead:

$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://partner.outlook.cn/powershell-liveid/ -Credential $UserCredential -Authentication Basic -AllowRedirection

5. Connect the session using the following command:

Import-PSSession $Session

6. When you see this message, "Import-PSSession: Files cannot be loaded…", enter the following command:

Set-ExecutionPolicy Unrestricted

Note: This will fail if you are not running Windows Powershell as an Administrator, as required in Step 1.

7. Run the following command to create a new management role:

New-ManagementRoleAssignment -Role:ApplicationImpersonation -User: "DedicatedUser"

For DedicatedUser, enter the mailbox address of the Dedicated Service Account User.

8. Run the following command to create the permission scope.

New-ManagementScope -Name "ResourceMailboxes" -RecipientRestrictionFilter {RecipientTypeDetails -eq "RoomMailbox" -or RecipientTypeDetails -eq "EquipmentMailbox" -or Name -eq 'DedicatedUser'}

9. Run the following command to create a relationship between the account and the scope.

New-ManagementRoleAssignment –Name "ResourceImpersonation" –Role ApplicationImpersonation –User "DedicatedUser" –CustomRecipientWriteScope "ResourceMailboxes"

For DedicatedUser, enter the mailbox address of the Dedicated Service Account User.

Adding resource calendars to dedicated user

1. Log in as a dedicated user in Outlook Web.
2. Navigate to theCalendars.
3. Click Import Calendar.
Click Import calendar
4. Click From directory.
Click From directory
5. Search for the Resource's Mailbox Address.
Search for the Resource's Mailbox Address
6. Click Add.

Full delegate access

Delegating Rooms to the dedicated user
This will be done from the dedicated user account that was created while you are logged in as an Administrator.

1. Once you have created or obtained your dedicated user account and Room Resource Email, click Recipients > Resources.
2. Locate and double-click the room.
3. Click mailbox delegation.
4. Next to Send As, click on the plus (+) button. Make sure you select Send As and not Send on Behalf of.
5. Select the dedicated email, then click add->.
6. Click OK.
7. Scroll down to Full Access, then click the plus (+) button.
8. Select the dedicated User, then click add->.
9. ClickOK.
10. ClickSave.
11. Repeat steps 3 to 11 for each room.

Enabling the dedicated user to edit the RingCentral Meetings Rooms calendars
1. Sign in to https://login.microsoftonline.com with the dedicated user's email. You can use incognito mode or another browser to prevent using saved credentials from other accounts accidentally.
2. Open the dedicated user's calendar. From the top navigation, click the dedicated user's name to open a dropdown menu.
3. SelectOpen another mailbox.
4. Enter the name of the calendar resource you created. If you receive the error message You do not have permissions to access this mailbox, complete the PowerShell Prerequisites. This will open the calendar resource mailbox.
5. Click the calendar at the bottom-left corner of the navigation pane for the calendar resource.
6. Right-click Calendar under Your Calendars, then select Sharing Permissions. This will open the Share this calendar: Calendar window.
7. Enter the email for the dedicated User, select Can edit from the menu, then clickShare.
8. Open the mailbox for the dedicated User and accept the invitation from the calendar resource. This opens the Calendar tab.

Make sure that the RingCentral Meetings Room calendar resource is listed on the left side of the page under Other Calendars.

Updating the calendar resource settings using Windows Powershell

The following steps will go through on the Windows Powershell, you MUST have Administrator rights to do the following steps below. If not, contact your Email Administrator.

1. When you are done delegating your RingCentral Meetings Room to its dedicated email, start Windows PowerShell with the Run as administrator option.
2. For the username/ password, enter the command below:

$UserCredential = Get-Credential

3. Enter the Office 365 administrator username/password in the dialog box.Make sure that this account has permissions for both Organization Management and Recipient Management.
4. Prepare session by running this command:

$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://outlook.office365.com/powershell-liveid/ -Credential $UserCredential -Authentication Basic -AllowRedirection;

If you are in China, run this command instead:

$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://partner.outlook.cn/powershell-liveid/ -Credential $UserCredential -Authentication Basic -AllowRedirection

5. Connect the session by running this command:

Import-PSSession $Session

6. When you see this message, "Import-PSSession : Files cannot be loaded because running scripts is disabled on this system. Provide a valid certification with which to sign the files.", enter the following command:

Set-ExecutionPolicy Unrestricted

7. Check the settings for the calendar resource using this command. Change the value for room_name to the actual room name value.

Get-CalendarProcessing -Identity "room_name" | Format-List identity,deletesubject,addorganizertosubject,RemovePrivateProperty

8. Verify the responses for the following values (in most cases, these values are set to True):

Identity : onmicrosoft.com/Users/room_name
DeleteSubject : True
AddOrganizerToSubject : True
RemovePrivateProperty : True

9. Change the settings for the room using this command. Change the value for room_name to the actual room name value.

Set-CalendarProcessing "room_name" -AddOrganizerToSubject $false -OrganizerInfo $true -DeleteAttachments $true -DeleteComments $false -DeleteSubject $false -RemovePrivateProperty $false

After running these commands, the following settings will be set:

Identity: onmicrosoft.com/Users/room_name
DeleteSubject: False
AddOrganizerToSubject: False
RemovePrivateProperty: False

NOTES:
• If you do not want to show the Calendar topic, change DeleteSubject $false to DeleteSubject $true.
• When you see the errorThe operation couldn't be performed because object 'Room' couldn't be found on 'onmicrosoft.com/Users/room_name', it means the scope of the role group that grants you permission to run the cmdlet does not include the user/room. Make sure you are logged in with an administrator account, as required in Step 3.
• When you see the errorSet-CalendarProcessing command not found, make sure the administrator account you used to log into PowerShell has permissions in Organization Management and Recipient Management, as required in Step 3.

10. Check the settings for the room after the change, using this command. Change the value for room_name to the actual room name value.

Get-CalendarProcessing -Identity "room_name" | Format-List identity,deletesubject,addorganizertosubject,RemovePrivateProperty

11. Verify that the responses for the following values have been changed to False:

Identity: onmicrosoft.com/Users/room_name
DeleteSubject: False
AddOrganizerToSubject : False
RemovePrivateProperty : False

12. Repeat steps 7 to 11 for each calendar, changing only the room name in each command.
13. Disconnect the session, then close PowerShell. Run this command:

Remove-PSSession $Session

14. Close Windows Powershell.

Adding calendar services to RingCentral Meetings Rooms

1. Log in as an admin to your RingCentral account.
2. From the Admin Portal, navigate to Meetings > RingCentral Meetings > Rooms > Calendar Integration.
Open Calendar Integration
3. ClickAdd a Calendar Service.
Click Add a Calendar Service
4. SelectOffice 365.
Click Office 365
5. Select Authorize with EWS or Authorize with OAuth 2.0. Click here to learn more about these options.

Authorize with EWS
Authorize with OAuth 2.0

Select Authorize with EWS or OAuth 2.0

Authorize with EWS

1. Enter the dedicated user's email address and password for the calendar service.
Enter email address, password, URL
2. Select App-level Impersonation or Full Access Delegate, depending on which permission setup is used.
3. Click Authorize. The Account-level setting Office 365 users can consent to enterprise applications accessing company data on their behalf needs to be enabled before proceeding to the next step.
4. Sign in using the account which has the App-level Impersonation or Full Access Delegate permissions.
5. Click Accept.
Click Accept

The Calendar Integration page will display the calendar service once it has been successfully added. You can also click the link under Calendar Resources to add new rooms.

successfully added calendar service

6. Click Make RingCentral Room.

Click Make RingCentral Room.

Notes:
• The Exchange username must include the domain (formatted as either username@domain or DOMAIN\username). The system will verify the login if the domain is missing, but calendars will not be populated.
• If the users ever change the domain information (username or password), they must remove and re-add the calendars to the RingCentral Meetings Rooms in the online account or it will not re-verify.

8. Add a RingCentral Meetings Room with Office 365.

Authorize with OAuth 2.0

1. Enter the EWS URL: https://outlook.office365.com/EWS/Exchange.asmx. Be sure to include the https:// portion of the URL.

Enter EWS URL
2. Select App-level Impersonation or Full Access Delegate, depending on which permission setup is used.
3. Click Authorize. The Account-level setting "Office 365 users can consent to enterprise applications accessing company data on their behalf" needs to be enabled before proceeding to the next step.
4. Sign in using the account which has the App-level Impersonation or Full Access Delegate permissions.
5. Click Accept.
Click Accept
The Calendar Integration page will display the calendar service once it has been successfully added. You can also click the link under Calendar Resources to add new rooms.
successfully added calendar service

6. Click Make RingCentral Room.

Click Make RingCentral Room.

7. Follow the steps in the next section below.

Adding a RingCentral Meetings Room with Office 365

1. From the Calendar Integration tab, navigate to the Rooms tab.
2. Click Add Room.
3. Enter the Room Name.
4. Select a calendar service. For multi-tenant systems, such as Office 365, the calendar should auto-populate. You can just select the correct calendar for the room from the drop-down list. The calendar typically does not auto-populate for on-prem systems. In this case, type the calendar email address in the space provided.
5. Select a calendar resource.
Select calendar service
6. Select a room type. Options include RingCentral Room, Scheduling Display Only, or Digital Signage Only.
7. If you have a Multi-site setting, select a location.
8. Click Finish. To add another room, click Save & Add Another.
9. You can go ahead and continue setting up Rooms on your computer. More information is available on Setting up RingCentral Meetings Rooms on your computer and iPad.