09/06/18 19:17 PM  

RingCentral Rooms - Calendar Integration | Add Microsoft Exchange 2013 / 2016

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SummaryYou can use RingCentral Rooms with Microsoft Exchange 2013 / 2016. 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 Exchange 2013 / 2016.
Details

 

The steps below will guide you on how to add Microsoft Exchange 2013 / 2016 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 Exchange 2013 / 2016

i. Create a dedicated User for RingCentral Rooms to access Exchange 2013 / 2016
ii. Create or Obtain Room and Room Resource Email 
iii. Delegate Rooms to RingCentral Rooms Service Account
iv. Enable the dedicated user to edit the RingCentral Rooms calendars
v. Enabling Basic Authentication or NTLM Authentication
vi. Find EWS URL
vii. Disable Removal of Subject from Room Events 

Once done, you can go ahead and add Microsoft Exchange 2013 /2016 to RingCentral Rooms in your RingCentral Online Account.

 

Create a dedicated User for RingCentral Rooms to access Exchange 2013 / 2016

1. Log in to Exchange Control Panel.

2. Click Recipients > Mailboxes and then, click the plus (+) button.

3. Select User mailbox.

4. Enter your preferred email address. This will be used by all of your RingCentral Rooms.

NOTE: Take note of the User login name and password.

5. Create the same work email and add under your online account.

 

Create or Obtain Room and Room Resource Email 

1. Log in to Exchange Control Panel as an Administrator.

2. Click Resources > Recipients.

3. Click the plus (+) button if you need to add a room.

NOTE: Take note of the Display Names of the rooms and their corresponding email addresses.
 

Delegate Rooms to RingCentral Rooms Service Account

1. Log in to Exchange Control Panel as an Administrator.

2. Click Resources > Recipients.

3. Double-click the first room.

4. Click mailbox delegation.

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

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

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....

This will open a Microsoft pop-up dialog window.

4. Enter the RingCentral Room resource you would like to share with.

This will open the calendar resource mailbox. 

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

6. Right click under Your Calendars and select Share calendar.

This will open the Share this calendar: Calendar dialog.

7. Enter the email for the dedicated user, and then share Editor access.

8. Click Send.

9. 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
 

Enabling Basic Authentication or NTLM Authentication

RingCentral Rooms supports Basic and NTLM authentications. Click on the options below, whichever applies to your account.

Basic Authentication
NTLM Authentication

Basic Authentication

1. On the EWS page,click on authentication.

2. Check the Basic authentication check box and then, click Save.

NTLM Authentication

1. Open the Exchange Management Shell on the Exchange 2013 / 2016 server.

2. Run the command below on your Client  Access server below to enable Kerberos authentication for Outlook Anywhere clients.

Get-OutlookAnywhere -server CAS-1 | Set-OutlookAnywhere -InternalClientAuthenticationMethod  Negotiate


3. Run the command from your Exchange 2013 / 2016 Client Acces server below to enable Kerberos authentication for MAPI over HTTP clients.

Get-MapiVirtualDirectory -Server CAS-1 | Set-MapiVirtualDirectory -IISAuthenticationMethods Ntlm, Negotiate

Find EWS URL

1. On the Exchange Control Panel, click servers.

2. Click the Virtual Directories tab and then, double-click EWS > General.

3. Locate and take note of the EWS URL.
 

Disable Removal of Subject from Room Events 

1. Start Windows PowerShell with the Run as administrator option.

2. For the Exchange admin username and password, enter the command below.

$UserCredential = Get-Credential


3. Prepare session. Run the command below. Get the EWS URL that you took note.

$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri http://server-porter.portertest.com/powershell -Authentication Kerberos -Credential $UserCredential


4. Connect session. Run the command below.

Import-PSSession $Session


5. 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

6. When the responses for the DeleteSubjectAddOrganizerToSubject, and RemovePrivateProperty settings are all False, setup is successfully configured.

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


NOTE:  When this error appears, Import-PSSession : Files cannot be loaded because running scripts is disabled on this system. Provide a valid certificate 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


NOTE:  When the following error appears:

• The operation couldn't be performed because object "room name" couldn't be found on 'Server-Porter.portertest.com'. - This 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.

• Set-CalendarProcessing command not found. - Make sure the user you are logged in via PowerShell have have permissions in Organization Management and Recipient Management.

QUICK TIP:  To check the room settings before and after changing it, use the command below:

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


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

Remove-PSSession $Session

 

Adding Microsoft Exchange 2013 / 2016 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 Exchange.

meetings settings - ringcentral rooms - add calendar - select xchange

7. Enter the associated Exchange account email address and password.

8. Select Exchange version.

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

10. Click Authorize.

meetings settings - ringcentral rooms - add calendar - select xchange - 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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