Desktop & web

Integrating RingCentral Rooms with Microsoft Office 365

Last updated on November 24, 2021

Table of contents

When you integrate RingCentral Rooms with Office 365, the conference room's TV display, controller, and scheduling display will show the scheduled meetings for the room. Users can easily schedule a meeting in a room by inviting the room to the meeting, and can also start and join meetings in the room with a few taps.
 
Note: You must have admin access to your corporate Office 365 account.
 
Administrators will have to perform the following steps to get Office 365 integrated with RingCentral Rooms:

Creating a dedicated user for RingCentral Rooms to access Office 365 calendars

The first step you’ll want to complete is to create a dedicated user that can access your RingCentral Rooms in your Office 365 corporate calendar. 
 
To add a user to your Office 365 account, see Add users individually or in bulk to Office 365 for more information.
 
Also, take note of the email address and password you use to log  in to the Office 365 admin account. You will use this email address and password when you add the calendar to your RingCentral company account.

Creating or locating a calendar resource for each room

  1. Log in to https://outlook.office365.com/ecp/ as an admin.
  2. Navigate to Recipients > Resources.
  3. Click on the plus (+) button if you need to add a room. You can also use an existing room.
Add a room by clicking the plus button
Take note of the Display Names of the rooms and their corresponding email addresses. You will need this information when you select the calendar resource from within RingCentral Admin Portal under the calendar integration.

Assigning full Rooms permissions to the dedicated user

  1. Log in to the Microsoft Exchange Control Center as an admin.
  2. Navigate to Recipients > Resources.
Click Recipients, then click Resources
  1. Locate and double-click the room.
  2. Click mailbox delegation.
Click mailbox delegation
  1. Next to Send As, click the plus button. Make sure you select Send As and not Send on Behalf of.
  2. Select the dedicated email, then click Add.
  3. Click Ok.
  4. Scroll down to Full Access, then click the plus button.
  5. Select the dedicated user, then click Add.
  6. Click Ok.
  7. Select Save.
  8. Repeat steps 3 to 10 for each room.

Enabling the dedicated user to edit the RingCentral Rooms calendars

  1. Sign in to https://login.microsoftonline.com with the dedicated user’s email. 
  2. Open the dedicated user's calendar. From the top navigation, click the dedicated user’s name.
  3. Select Open another mailbox.
Select Open another mailbox
  1. Enter the name of the calendar resource you created. If you receive the error message "You do not have permission to access this mailbox," complete the PowerShell Prerequisites. This will open the calendar resource mailbox.
  2. Click the calendar at the bottom-left corner of the navigation pane for the calendar resource.
  3. Right-click Calendar under My calendars, then select Sharing and permissions.
Select Sharing and permissions
  1. Enter the email for the dedicated user.
  2. Select Can edit from the menu, then click Share.
  3. Open the mailbox for the dedicated user and accept the invitation from the calendar resource. This opens the Calendar tab.
Make sure that the RingCentral Room calendar resource is listed on the left side of the page under Other Calendars.

Updating the calendar resource settings using Windows Powershell

The following steps will go through on the Windows Powershell. Note: You must have admin rights to perform the following steps:
  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 and password, enter the command below:
    $UserCredential = Get-Credential
  3. Enter the Office 365 administrator username and password in the dialog box. Make sure that this account has permissions for both Organization Management and Recipient Management.
  4. Prepare session by running this command:
    $Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://outlook.office365.com/powershell-liveid/ -Credential $UserCredential -Authentication Basic -AllowRedirection;
    If you are in China, run this command instead:
    $Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://partner.outlook.cn/powershell-liveid/ -Credential $UserCredential -Authentication Basic -AllowRedirection
  5. Connect the session by running this command:
    Import-PSSession $Session
  6. When you see this message, "Import-PSSession : Files cannot be loaded because running scripts is disabled on this system. Provide a valid certification with which to sign the files.", enter the following command:
    Set-ExecutionPolicy Unrestricted
  7. Check the settings for the calendar resource using this command. Change 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 (in most cases, these values are set to True):
    Identity : onmicrosoft.com/Users/room_name
    DeleteSubject : True
    AddOrganizerToSubject : True
    RemovePrivateProperty : True
  9. Change the settings for the room using this command. Change 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
    DeleteComments: False
    DeleteSubject: False
    AddOrganizerToSubject: False
    RemovePrivateProperty: False 


    Note:
  • If you do not want to show the Calendar topic, change DeleteSubject $false to DeleteSubject $true.
  • If you see the error "The operation couldn't be performed because object 'Room' couldn't be found on 'onmicrosoft.com/Users/room_name'.," it 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.
  • If you see the error "Set-CalendarProcessing command not found," make sure the admin account you used to log in to PowerShell has permissions in Organization Management and Recipient Management, as required in step 3.
  1. Check the settings for the room after the change using this command. Change the value for room_name to the actual room name value.
    Get-CalendarProcessing -Identity "room_name" | Format-List identity,deletesubject,addorganizertosubject,RemovePrivateProperty
  2. 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
  3. Repeat steps 7 to 11 for each calendar, changing only the room name in each command.
  4. Disconnect the session, then close PowerShell. Run this command:
    Remove-PSSession $Session
  5. Close Windows Powershell.

Adding calendar services to RingCentral Rooms

  1. Log in to your RingCentral online account as an admin. 
  2. Navigate to Meetings from the top bar.
  3. Select Rooms > Calendars
  4. Click Add Calendars at the far right. 
Click Add Calendars
  1. Choose Microsoft Office 365 as the calendar service.
Select Microsoft Office 365
  1. Enter your dedicated user’s Office 365 credentials.
  2. Once the calendar is synced, it will be added to your online calendar list.
Calendar is added to your online calendar list
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