Administrator- Set up Zoom Rooms on Office 365

 

 

 

 

When calendar resources are integrated with Zoom Room, the room’s TV display, controller, and scheduling display will show the meetings scheduled for that room.

Members of your organization can schedule meetings in Zoom Room by inviting them to a meeting.

Meeting rooms are assigned as calendar resources through the calendar service. By giving Zoom access to calendar resources, users can start and join meetings with one touch.

Office 365 administrator actions to enable the addition of calendar services for Zoom Rooms

  • Create a dedicated user in Office 365 that can manage your calendar
  • Create or search calendar resources used by each Zoom Room
  • Allow dedicated users full proxy access to each calendar resource
  • Allow dedicated users to edit each calendar resource
  • Update settings for each calendar resource using Windows Powershell

Once the Office 365 administrator has completed these steps, it will use the credentials of the dedicated user to grant permissions to Zoom Rooms in the account to use the calendar service and all its calendar resources.

Prerequisites

  • Admin account in Office 365
  • Ability to create and manage room calendars
  • Ability to create new Office 365 users

How to link with Office 365

Step 1: Create a Zoom dedicated user to access the Office 365 calendar

  1. Sign in to Office 365 as an administrator.
  2. Add users to your Office 365 account.
    For instructions, see the Microsoft document Adding Users to Office 365 .
    For example, if your domain is mycompany.com and you add a user with the username zoomroomadmin , your email address will be zoomroomadmin@mycompany.com.
  3. Make a note of your email address and password.

Step 2: Create or search calendar resources for each room

  1. Log in to ECP as an administrator .
  2. Go to Recipients> Resources .
  3. If you need to add a room, click the plus sign [+] .
    Zoom recommends using a prefix, such as ZR, for each room to make it easy to find Zoom Rooms, or use a method that you can identify for yourself.
  4. Make a note of the display name and email address of each calendar resource.

Step 3: Delegate a room to a dedicated user

  1. Log in to ECP as an administrator .
  2. Go to Recipients> Resources .
  3. Double click on the room name.
  4. Click [ mailbox delegation ].
  5. Click the plus sign [+] next to [ Send As ] .
  6. Select a dedicated user and click [ add-> ].
  7. Click [ OK  ].
  8. Full Access Scroll down to], plus sign [+] click.
  9. Select a dedicated user and click [ add-> ].
  10. Click [ OK  ].
  11. Click Save .
  12. Repeat steps 3 to 11 for each room.

Step 4: Enable Dedicated Users to Edit Zoom Rooms Calendar

  1. Sign in to https://login.microsoftonline.com with a dedicated user email.
    Example: zoomroomadmin@mycompany.com
  2. Open the dedicated user’s Calendar and click the dedicated user’s name from the top navigation bar to open the drop-down menu.
  3. Select [Open another mailbox …] .
    The Microsoft popup dialog window will open.
  4. Enter the name of the calendar resource created in step 2 .
    The calendar resource mailbox opens.
  5. Click the calendar at the bottom left of the Calendar Resources navigation pane.
  6. [Of [Your Calendars] under the Calendar by clicking], [ Sharing Permissions and choose].

    The Share this calendar: Calendar  dialog opens.

  7. Enter the dedicated user’s email address, select [ Can edit ] from the menu, and click [ Share ].
  8. Open a dedicated user mailbox and allow invitations from the calendar resource.
    If you do, the Calendar tab will open.
  9. Confirm that the Zoom Room Calendar resource is listed under [ Other Calendars ] on the left side of the page .

Step 5: Update Calendar Resource Settings Using Windows Powershell

  1. Run As Administrator by using the option Windows PowerShell to start.
    This option appears when you right-click without launching the Windows Powershell app.
  2. Enter the following command:
    $ UserCredential = Get-Credential
  3. Enter the Office 365 administrator username / password in the dialog box.
    Make sure that this account has both “ Organization Management ” and “ Recipient Management ” permissions.
  4. Prepare the session by executing the following command:
    $ Session = New-PSSession-ConfigurationName Microsoft.Exchange -ConnectionUri https://outlook.office365.com/powershell-liveid/ -Credential $ UserCredential -Authentication Basic -AllowRedirectionNote: In China, the commands you enter are slightly different. Please use the following command.

    $ 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. If a message beginning with “Import-PSSession: Files can not be loaded …” (Import-PSSession: files can not be loaded …) is displayed, enter the following command.

    Set-ExecutionPolicy Unrestricted

    Please note that this command will fail if you are not running Windows Powershell as an administrator, as per the requirements of Step 1.

  7. Check the calendar resource settings by changing the value of “room_name” to the actual room name using the following command.

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

  8. Check the responses for the following values:

    In
    most cases, these values ​​are set to True for “DeleteSubject”, “AddOrganizerToSubject”, and “RemovePrivateProperty”  .

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

  9. Change the setting of the room by changing the value of “room_name” to the actual room name with the following command.

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

  10. When these commands are executed, the following settings are made.

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

    Caution 1 :  If you do not want to display the calendar topic, change DeleteSubject $ false to DeleteSubject $ true.

    Note 2 : “The operation could not be performed because the object ‘Room’ could not be found on ‘zoomwithus.onmicrosoft.com’. (The object ‘Room’ was not found in ‘zoomwithus.onmicrosoft.com’, so the operation If you get an error like “Failed to execute.)”, It means that the scope of the role group that grants permission to execute the cmdlet does not include the user / room. Make sure you are logged in with an administrator account as per the requirements of step 3.

    Note 3 :If an error such as “Set-CalendarProcessing command not found” is displayed, the administrator account used to log in to PowerShell will be “Organization according to the specifications of Step 3.” Make sure that you have the “Admin” and “Recipient Admin” permissions.

  11. Use the following command to change the value of “room_name” to the actual room name, change the setting, and check the room setting.
    Get-CalendarProcessing -Identity “room_name” | Format-List identity, deletesubject, addorganizertosubject, RemovePrivateProperty
  12. Confirm that the response of the following value has been changed to False.
    “DeleteSubject”, “AddOrganizerToSubject”, “RemovePrivatePropoerty”

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

  13. Repeat steps 7 to 11 for each calendar, changing only the room name for each command.
  14. Disconnect the session using the following command:

    Remove-PSSession $ Session

  15. Close Windows Powershell.

Step 6: Add Calendar Service to Zoom

To add the Office 365 Calendar Service to your Zoom account:

  1. Sign in to the Zoom web portal as a Zoom Rooms administrator.
  2. Calendar Integration to select], [ Add Calendar Service and click].
    The Select Calendar Service dialog is displayed.
  1. Click [ Office 365 ].
    The Office 365 dialog is displayed.
  2. Enter the email address and password of a dedicated calendar service user.
  3. If the value has not been entered automatically, enter the EWS server URL.
    Be sure to include https: // in the URL.
  4. Click [ Authorize ].
    The calendar integration page displays the added calendar service.

See Add Zoom Room for information on configuring calendar resources in Zoom Room .

 

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