Desktop & web

Integrating RingCentral Rooms with Microsoft Office 365

Last updated on November 24, 2021

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

Creating or locating a calendar resource for each room

Assigning full Rooms permissions to the dedicated user

Enabling the dedicated user to edit the RingCentral Rooms calendars

Updating the calendar resource settings using Windows Powershell

Adding calendar services to RingCentral Rooms

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:

Create a dedicated user for RingCentral Rooms
Create or locate a calendar resource for each room
Assign full Rooms permissions to the dedicated user
Enable dedicated users to edit the RingCentral Rooms calendars
Update the calendar resource settings
Add calendar services to RingCentral Rooms in Admin Portal

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

Log in to https://outlook.office365.com/ecp/ as an admin.
Navigate to Recipients > Resources.
Click on the plus (+) button if you need to add a room. You can also use an existing room.

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

Log in to the Microsoft Exchange Control Center as an admin.
Navigate to Recipients > Resources.

Locate and double-click the room.
Click mailbox delegation.

Next to Send As, click the plus button. Make sure you select Send As and not Send on Behalf of.
Select the dedicated email, then click Add.
Click Ok.
Scroll down to Full Access, then click the plus button.
Select the dedicated user, then click Add.
Click Ok.
Select Save.
Repeat steps 3 to 10 for each room.

Enabling the dedicated user to edit the RingCentral Rooms calendars

Sign in to https://login.microsoftonline.com with the dedicated user’s email.
Open the dedicated user's calendar. From the top navigation, click the dedicated user’s name.
Select Open another mailbox.

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.
Click the calendar at the bottom-left corner of the navigation pane for the calendar resource.
Right-click Calendar under My calendars, then select Sharing and permissions.

Enter the email for the dedicated user.
Select Can edit from the menu, then click Share.
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:

When you are done delegating your RingCentral Room to its dedicated email, start Windows PowerShell with the Run as administrator option.
For the username and password, enter the command below:
$UserCredential = Get-Credential
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.
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
Connect the session by running this command:
Import-PSSession $Session
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
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
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
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.

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
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
Repeat steps 7 to 11 for each calendar, changing only the room name in each command.
Disconnect the session, then close PowerShell. Run this command:
Remove-PSSession $Session
Close Windows Powershell.