07/20/17 01:04 AM  

Adding RingCentral Rooms with Microsoft Office 365

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SummaryHow do I add RingCentral Rooms with Microsoft Office 365?
Details
You can use RingCentral Rooms with Microsoft Office 365.  If you chose to do this, you can do the following:
 
• Meeting List - Tap this to start a scheduled meeting.
• Meet Now - This option will allow you to start an ad-hoc meeting.
• Join - This option will allow you to manually enter the Meeting ID and join a meeting.
• Presentation - This option will allow you to share content on TV(s) with meeting attendees in the conference room.
 
IMPORTANT: Before configuring RingCentral Rooms with Microsoft Office 365, you need to log in to Office 365 as an Administrator or contact your Email Administrator to do the following core steps: 
 

Step 1:

Step 2:

Step 3:

Step 4:

NOTE: You must have previously set up the audio and video hardware in your conference room before setting up the software on the Windows computer, Mac or Mac Mini, and on the iPad. For instructions, see Setting Up the Hardware for RingCentral Rooms in your Conference Room.
 

Create a RingCentral Rooms Service Account with Microsoft

Log in to Microsoft online and create a RingCentral Rooms service account.

NOTE: This will be used by all of your RingCentral Rooms.

Create or Obtain Room and Room Resource Email

Step 1:

Click resources > recipients in your Microsoft Office 365 online account.

Step 2:

Click  the plus sign if you need to add a room and take note of the Display Names of the rooms and their corresponding email addresses.

Delegate Rooms to Dedicated Email

Step 1:

Once you have created or obtained your Room and Room Resource Email, click resources > recipients.

Step 2:

Locate and double-click the room.

Step 3:

Click mailbox delegation.

Step 4:

Scroll down to Full Access and click on the plus (+) button.

Step 5:

Select the dedicated email and click add>.

Disable Removal of Subject from Room Events 

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

Step 1:

When you are done delegating your RingCentral Room to its dedicated email, start Windows PowerShell with the Run as administrator option.

Step 2:

For the username/ password, enter the command below:
 
$UserCredential = Get-Credential 

Step 3:

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

For China users, run the command below:
 
$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://partner.outlook.cn/powershell-liveid/ -Credential $UserCredential -Authentication Basic -AllowRedirection

Step 4:

Connect session. Run the command below:
 
Import-PSSession $Session

NOTE:  When this error appears, Import-PSSession: Files cannot be loaded because running scripts is disabled on this system. Provide a valid certification with which to sign the files., use the command below. This command will fail if you did not run PowerShell as administrator.
 
Set-ExecutionPolicy Unrestricted

Step 5:

Insert your room name in "room_name".
 
Set-CalendarProcessing "room_name" -AddOrganizerToSubject $false -OrganizerInfo $true -DeleteAttachments $true -DeleteComments $false -DeleteSubject $false

NOTE:  When the following error appears:
 
• The operation couldn't be performed because object "room name" couldn't be found on 'Server-Porter.onmicrosoft.com'This means the scope of the role group that grants you permission to run the cmdlet does not include the user/room.  
• Set-CalendarProcessing command not found - Make sure the user you are logged in via PowerShell and you have permissions in Organization Management and Recipient Management.

When the responses for the DeleteSubject and AddOrganizerToSubject settings are both False, setup is successfully configured.
 
Identity: .onmicrosoft.com/Users/"room name"
DeleteSubject:  False
AddOrganizerToSubject:  False

Step 6:

Disconnect session and then, close PowerShell. Run the command below:
 
Remove-PSSession $Session

Once done, you can go ahead and configure RingCentral Rooms in your RingCentral Online Account.

Configure RingCentral Rooms in your RingCentral Online Account

Step 1:

Step 2:

 Click Tools > Meetings > RingCentral Rooms tab.

tools-meetings-rc-rooms

Step 2:

Click Add RingCentral Rooms With, and then select Exchange/Office 365.
 
add-ringcentral-rooms-with-exchange

Step 3:

When the pop-up window appears, fill in the necessary fields under Calendar Integration:

add-ringcentral-rooms-with-exchange-calendar

 Room Resource Delegate Account - Enter the delegate email address that you created in your Office 365 account.
 Room Resource Delegate Password - Enter the password for the delegate email account.
• EWS URL - Enter https://outlook.office365.com/ews/exchange.asmx.
• Room Name - Enter the name of the conference room where this RingCentral Room will reside.

QUICK TIP:  If you have multiple office locations, it is recommended to create a naming convention that makes it easier to find and select the conference room when configuring the RingCentral Rooms Mac and iPad clients.  A typical naming convention consists of [Office Location] - [Conference Room Name]. For example: "SF - Ocean Beach", "DEN - Breckenridge".

• Room Resource Account in Exchange/Office 365 - Enter the room resource email address.
• App Lock Code - Enter a four (4) or six (6) digit pin code to lock the Settings on your RingCentral Rooms for the iPad controller and then, click Add.

Step 4:

Once done, click Add.

QUICK TIP:  If you want to add another room, just repeat the steps above.

After this configuration, you can go ahead and set up RingCentral Rooms
 

See Also:​

Getting Started with RingCentral Rooms
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