09/06/18 19:17 PM  

RingCentral Rooms - Calendar Integration | Add Microsoft Office 365

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SummaryYou 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.

Follow the steps below to learn how to add RingCentral Rooms with Microsoft Office 365.
Details

 

The steps below will guide you on how to add Microsoft 365 Calendar service with your RingCentral Rooms. Make sure you have already set up your Rooms system before following the steps below. See RingCentral Rooms | Getting Started to learn more.


RingCentral Rooms - Calendar Integration | Add Microsoft Office 365

IMPORTANT: In order to integrate your Microsoft Office 365 Calendar with your RingCentral Rooms, you need to have Administrator access or contact your Office 365 Administrator to do the following core steps:

i. Create a dedicated User for RingCentral Rooms to access Office 365 calendars
ii. Create or locate a calendar resource for each room
iii. Delegate Rooms to the Dedicated User
iv. Enable the dedicated user to edit the RingCentral Rooms calendars
v. Update the calendar resource settings using Windows Powershell

Once done with the core steps, you can go ahead and add Microsoft Office 365 Calendar to RingCentral Rooms in your RingCentral Online Account.
 

Create a dedicated User for RingCentral Rooms to access Office 365 calendars

1. Sign into Office 365 as an admin.

2. Add a User in your Office 365 account.

NOTE: See Add users individually or in bulk to Office 365 to learn how.

Take note of the email address and password.
 

Create or locate a calendar resource for each room

1. Log into https://outlook.office365.com/ecp/ as an Administrator.

2. Go to Recipients > Resources.

3. Click on the plus (+) button if you need to add a room.
 
Take note of the Display Names of the rooms and their corresponding email addresses.

 

Delegate Rooms to the Dedicated User

1. Once you have created or obtained your Room 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.

5. Select the dedicated email and click add->.

6. Click OK.

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

8. Select the dedicated User and click add->.

9. Click OK.

10. Click Save.

11. Repeat steps 3-11 for each room.
 

Enable the dedicated user to edit the RingCentral Rooms calendars

1. Sign into https://login.microsoftonline.com with the dedicated User’s email.

2. Open the dedicated User's Calendar and from the top navigation, click the dedicated User’s name to open a drop down menu.

3. Select Open another mailbox....

4. Enter the name of the calendar resource you created.

This will open the calendar resource mailbox. 

5. Click on the calendar in the bottom left hand corner of the navigation pane for the calendar resource.

6. Right click Calendar under Your Calendars and select Sharing Permissions.

This will open the Share this calendar: Calendar dialog.

7. Enter the email for the dedicated user, select Can edit from the menu, and then click Share.

8. Open the mailbox for the dedicated User and accept the invitation from the calendar resource.

This opens the Calendar tab.

Ensure that you see the RingCentral Room calendar resource listed on the left side of the page under Other Calendars

 

Update the calendar resource settings using Windows Powershell

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.

1. When you are done delegating your RingCentral 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.


IMPORTANT: Make sure that this account has permissions for both Organization Management and Recipient Management.


4. 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


5. 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


6. Check the settings for the calendar resource with following command, changing the value for room_name to the actual room name value.

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


7. 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


8. Change the settings for the room with following command, changing 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.

• If you see an error such as The operation couldn't be performed because object 'Room' couldn't be found on 'onmicrosoft.com/Users/room_name'., that 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.

• If you see an error such as Set-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.


9. Check the settings for the room after changing the settings, with following command, changing the value for room_name to the actual room name value.

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


10. 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


11. Repeat steps 6-10 for each calendar, changing only the room name in each command.

12. Disconnect session and then, close PowerShell. Run the command below:

Remove-PSSession $Session


13. Close Windows Powershell.
 

Adding Microsoft 365 to RingCentral Rooms in your RingCentral Online Account

IMPORTANT: You need to be an Administrator or a User with Meetings access.

1. Log in to your RingCentral Account.

2. Click Tools > Meetings.

3. Click RingCentral Rooms.

4. Click Calendar Integration.

5. Click Add a Calendar Service.

meetings settings - ringcentral rooms - add a calendar service

6. Select Office 365.

meetings settings - ringcentral rooms - add calendar - select o365

7. Enter the associated Office 365 account email address and password.

8. Enter the EWS(Exchange Web Service) URL found in EMC/ECP. Be sure to include the https:// portion of the URL.

9. Click Authorize.

meetings settings - ringcentral rooms - add calendar - select o365 - auth

Once the integration is finished, you can go ahead and set up Rooms. More information is available on RingCentral Rooms | Setting up

 

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