Setting Up Zoom Rooms with Office 365 Follow

Overview

When a calendar resource is integrated with a Zoom Room, the room’s TV display, controller, and Scheduling Display show the meetings scheduled for the room. Members of your organization can schedule a meeting in a Zoom Room by inviting the room to the meeting. Conference rooms are assigned as a calendar resource through a calendar service. Authorizing Zoom to have access to calendar resources enables users to start and join meetings in the room using one touch.

 

Before you can add a calendar service for Zoom Rooms, an Office 365 administrator must do the following:

  • Create a dedicated user in Office 365 who can manage calendars
  • Create or locate a calendar resource to be used for each Zoom Room
  • Enable the dedicated user to have full delegate access to each calendar resource
  • Enable the dedicated user to edit each calendar resource
  • Update the settings for each calendar resource using Windows Powershell

After the Office 365 administrator completes these steps, you use the credentials of the dedicated user to provide authorization for the Zoom Rooms in your account to use the calendar service and all of its calendar resources.

Prerequisites

  • An admin account on Office 365
  • The ability to create and manage calendars for rooms
  • The ability to create a new Office 365 user

Instructions

Sec: (1) Create a dedicated user for Zoom to access Office 365 calendars

This is how Zoom will sign into Office 365 to access the room calendars.

  1. Sign into Office 365 as an admin.
  2. Add a user in your Office 365 account. See the Microsoft documentation Add users to Office 365 for instructions.
    For example, if your domain is mycompany.com, and you add a user with the User Name of zoomroomadmin, the email address will be zoomroomadmin@mycompany.com
  3. Make note of the email address and password.

Sec: (2) Create or locate a calendar resource for each room

  1. Log into ECP as an admin.
  2. Go to Recipients > Resources
  3. Click on the plus (+) sign if you need to add a room.
    Zoom recommends that you use a prefix (such as ZR) for each room or choose your own method for easily locating the Zoom Rooms.
  4. Make note of the display name and email address of each calendar resource.
    8b5c0e1d-2d5e-498f-a924-7c28714eaf74.png

Sec: (3) Delegate rooms to the dedicated user

  1. Log into ECP as an admin
  2. Go to Recipients > Resources
  3. Double click the name of a room.
  4. Click mailbox delegation.
    48e09d4a-26dd-4213-9a93-63cb6a72c47b.png
  5. Next to Send As, click the plus (+) sign.
    Sendas.png
  6. Select the dedicated user and click add->.
    7eb5a341-a577-4ed6-8e49-f2463c1ae4e2.png
  7. Click OK. 
  8. Scroll down to Full Access and click on the plus (+) sign.
    Screen_Shot_2017-12-05_at_11.35.30_PM.png
  9. Select the dedicated user and click add->
    7eb5a341-a577-4ed6-8e49-f2463c1ae4e2.png
  10. Click OK. 
  11. Click Save.
  12. Repeat steps 3-11 for each room.

Sec: (4) Enable the dedicated user to edit the Zoom Rooms calendars

  1. Sign into https://login.microsoftonline.com with the dedicated user’s email (such as zoomroomadmin@mycompany.com)
  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. Choose "Open another mailbox..."
    f1c3a967-4812-4a01-906e-d14ae02e174c.png
    This will open a Microsoft pop-up dialog window.
  4. Enter the name of the calendar resource you created in Section 2.
    4f4eed9e-8d1b-4318-82c9-83ea5ca1f69c__1_.png
    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 choose Sharing Permissions.
    Screen_Shot_2017-12-05_at_11.05.46_PM_copy.png
    This will open the Share this calendar: Calendar dialog
  7. Enter the email for the dedicated user, choose Can edit from the menu, and then click Share.
    e1901fb4-8972-48ef-ab5b-7db2ff238a21.png

  8. Open the mailbox for the dedicated user, and accept the invitation from the calendar resource.
    dc0d5610-a6d7-4ea6-a7da-2267643258ca__1_.png

    This opens the Calendar tab.
  9. Ensure that you see the Zoom Room calendar resource listed on the left side of the page under Other Calendars.
    Screen_Shot_2017-12-05_at_11.07.03_PM.png

 

Sec: (5) Update the calendar resource settings using Windows Powershell

  1. Start Windows PowerShell using the “Run as administrator” option.
    This option is available when you right-click the Windows Powershell app without launching it.

  2. Enter following command:
    $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 the session by running the following command:
    $Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://outlook.office365.com/powershell-liveid/ -Credential $UserCredential -Authentication Basic -AllowRedirection

    Note: If you are in China, the command you enter is slightly different. enter the following
    $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 you see a message that begins “If you see error like “Import-PSSession : Files cannot be loaded…”, enter the following command:
    Set-ExecutionPolicy Unrestricted
    Note that this command will fail if you are not running Windows Powershell as an Administrator, as required in Step 1.
  7. 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
  8. Verify the responses for the following values:
    "DeleteSubject", "AddOrganizerToSubject", and "RemovePrivateProperty"
    In most cases, these values are set to True.
    Identity              : portertest.com/Users/room_name
    DeleteSubject : True
    AddOrganizerToSubject : True
    RemovePrivateProperty : True
  9. 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

    Note 1: If you do not want to show the Calendar topic, change DeleteSubject $false to DeleteSubject $true

    Note 2: If you see an error such as “The operation couldn't be performed because object 'Room' couldn't be found on 'zoomwithus.onmicrosoft.com'.”, 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 admin account, as required in Step 3.

    Note 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.

  10. 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
  11. Verify that the responses for the following values have been changed to False:
    "DeleteSubject", "AddOrganizerToSubject" and "RemovePrivatePropoerty"
    Identity              : portertest.com/Users/room_name
    DeleteSubject : False
    AddOrganizerToSubject : False
    RemovePrivateProperty : False
  12. Repeat steps 7-11 for each calendar, changing only the room name in each command.
  13. Disconnect the session with the following command:
    Remove-PSSession $Session
  14. Close Windows Powershell.

Sec: (6) Add the calendar service to Zoom

To add the Office 365 calendar service to your Zoom account:

  1. Sign into the Zoom web portal as a Zoom Rooms administrator.
  2. Choose Calendar Integration, and then click Add Calendar Service.
    The Add a Calendar Service dialog displays.
    Screen_Shot_2017-12-05_at_11.09.33_PM.png
  3. Click Office 365.
    The Office 365 dialog displays.
  4. Type the email address and password of the dedicated user for the calendar service.
    Screen_Shot_2017-12-05_at_11.31.04_PM.png
  5. If the value is not already automatically filled in, enter the URL for the EWS server. Be sure to include the entire URL, including the https:// portion.
  6. Click Authorize.
    The Calendar Integration page shows the calendar service that you added.
    fd81a364-6fc9-40ea-9a57-cf770b1a7155.png

See Add a Zoom Room for information on configuring a calendar resource with a Zoom Room.

Was this article helpful?
Have more questions? Submit a request
Powered by Zendesk