Setting Up Zoom Rooms with Exchange 2013/2016 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 Exchange administrator must do the following:

  • Create a dedicated user in Exchange 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 Exchange 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 Exchange
  • The ability to create and manage calendars for rooms
  • The ability to create a new Exchange user

Instructions

Sec: (1) Create a Zoom Rooms Service account

  1. Login to ECP.
  2. Go to “mailboxes” under “recipients” Click “+”
  3. Select “User mailbox"
  4. Create an email address, for example, room@company.com
  5. This same user email will be used by all of your Zoom Rooms 
  6. Make a note of the “User login name” and “password”
  7. Create the same work email and add under your account in Zoom at https://zoom.us/account/user 

Sec: (2) Create or Obtain the Room and Room Email

  1. Log into your local ECP as an admin
  2. Go to "Resources""Recipients" 
  3. Click on the plus (+) sign if you need to add a room
  4. Make a note of the display names of your rooms and email addresses

Sec: (3) Delegate Rooms to Zoom Rooms Service Account  

  1. Log into ECP as an admin
  2. Go to "Resources""Recipients" 
  3. Double click the first room
  4. Click the "mailbox delegation" 

  5. Scroll down to "Full Access" and click on the plus "(+)" sign
  6. Select the dedicated email and click "add->" 

Sec: (4) Share the resource with Zoom Rooms Work Email's calendar

  1. Login to https://login.microsoftonline.com with Zoom Rooms work email (i.e. room@company.com)
  2. Open the user's "Calendar" and from the top navigation go to the user's drop down menu and click on "Open another mailbox..."
  3. This will open a Microsoft pop-up dialog window. Input the Zoom Room resource you would like to share with (i.e. Panther)
  4. This will open the Zoom Room resource mailbox. Click on the calendar in the bottom left hand corner of your navigation. 
  5. Right click under "Your Calendars" and click on "Share calendar"
  6. This will open Microsoft's Share calendar dialog window. Enter the Zoom Room Work Email, and share "Editor" access. Click "Send" in the top left corner of this dialog window.


  7. Log into the Zoom Room Work Email and check your inbox. Click on the invitation from the Zoom Room resource and "Accept" the invitation.


  8. Accepting the invite will open the calendar tab. You should see the Zoom Room resource calendar listed on the left side of the page under Other Calendars. Ensure this calendar is accounted for.

Sec: (5) Enabling Basic Authentication or NTLM Authentication:

Zoom Rooms supports Basic and NTLM forms of authentication for on-premise solutions such as Exchange server. Please use one of the following to enable either of which applies to your account.

Basic Authentication

  1. In EWS click on "Authentication"
  2. Check the basic authentication check box and click "Save"

NTLM Authentication

  1. Open the Exchange Management Shell on an Exchange 2013 server.
  2. To enable Kerberos authentication for Outlook Anywhere clients, run the following command on your Client Access server:

    Get-OutlookAnywhere -server CAS-1 | Set-OutlookAnywhere -InternalClientAuthenticationMethod  Negotiate
    
  3. To enable Kerberos authentication for MAPI over HTTP clients, run the following command from your Exchange 2013 Client Access server:

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

Sec: (6) Find EWS URL

  1. Go to Exchange Control Panel  > "servers"
  2. Switch to "Virtual Directories" double click "EWS" > "General" 
  3. Locate the EWS URL

Sec: (7) Disable Removal of Subject from Room Events

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

  2. Enter following command to input Exchange admin username and password 
    $UserCredential = Get-Credential
  3. Prepare session (get EWS URL from the previous step)
    $Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri http://server-porter.portertest.com/powershell -Authentication Kerberos -Credential $UserCredential
  4. Connect session
    Import-PSSession $Session

    You can check the settings for room before and after changing with following command:

    Get-CalendarProcessing -Identity "49ers" | Format-List identity,deletesubject,addorganizertosubject,RemovePrivateProperty

    If you see three false responses within the "DeleteSubject", "AddOrganizerToSubject", and"RemovePrivateProperty" settings you are good to go

    Identity              : portertest.com/Users/49ers
    DeleteSubject         : False
    AddOrganizerToSubject : False
    RemovePrivateProperty : False

Note: If you see an error such as “Import-PSSession : Files cannot be loaded because running scripts is disabled on this system. Provide a valid certificate with which to sign the files.”, please use following command first (this command will fail if you didn't run PowerShell as administrator in step #1):

Set-ExecutionPolicy Unrestricted
  • Change settings for your room
    Set-CalendarProcessing "49ers" -AddOrganizerToSubject $false -OrganizerInfo $true -DeleteAttachments $true -DeleteComments $false -DeleteSubject $false -RemovePrivateProperty $false

    Note: If you see an error such as “The operation couldn't be performed because object '49ers' couldn't be found on 'Server-Porter.portertest.com'.”, that means the scope of the role group that grants you permission to run the cmdlet does not include the user/room. Please use an admin account to login.

    If you see an error such as “Set-CalendarProcessing command not found”, please make sure the user you are logged in with via PowerShell has permissions in “Organization Management” and “Recipient Management”.

    You can check the settings for room before and after changing with following command:

    Get-CalendarProcessing -Identity "49ers" | Format-List identity,deletesubject,addorganizertosubject,RemovePrivateProperty

    If you see three false responses within the "DeleteSubject", "AddOrganizerToSubject", and"RemovePrivateProperty" settings you are good to go

    Identity              : portertest.com/Users/49ers
    DeleteSubject         : False
    AddOrganizerToSubject : False
    RemovePrivateProperty : False
  • Disconnect session, and then close PowerShell

    Remove-PSSession $Session 

Sec: (8) Add the calendar service to Zoom

To add the Exchange 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.
    Screen1_EmptyCalendarIntegrationPage.PNG
  3. Click Add in the Exchange  section.
    The Exchange dialog displays.
    Screen2_ExchangeDialog.PNG
  4. Type the email address and password of the dedicated user for the calendar service.
  5. Choose the version of Exchange.
  6. If needed, enter the Exchange login domain.
  7. Enter the URL for the EWS server. Be sure to include the entire URL, including the https:// portion.
  8. Click Authorize.
    The Calendar Integration page shows the calendar service that you added.
    Screen3_ExchangeCalendarServiceAdded.PNG

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

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