Basics of Integrating Exchange and EventBoard: Room Resources, Exchange Impersonation or Delegate Access

If your company uses Microsoft Exchange or Office 365 with EventBoard room displays and meeting scheduling, here’s an overview of what you’ll need to do to get up and running.

In this article:

If your company uses Microsoft Exchange or Office 365 with EventBoard room displays and meeting scheduling, here’s an overview of what you’ll need to do to get up and running.

Although some set-up details vary depending on which version of Exchange you’re using – and we have dedicated articles to walk you through those steps – there are some core requirements that stay the same.

VIDEO: https://www.youtube.com/watch?v=7dQZIQJ3F-U

Pre-requisites

Several things must be completed before a successful integration between your company’s mail server and our Teem server can take place. Each will be summarized by sections below. After reading the sections, you’ll be provided version-specific instructions to assist in your particular application.

Ports and Firewall Exceptions

Depending on your security/firewall settings, allowances and exceptions may need to be made. Read more here.

Set up Room Resources

In order to sync your company’s calendar data with Teem via Exchange, you’ll need to create and permission room resources in Exchange or Office 365. To do that, you’ll need access to all of the features in the Exchange Management Console or use PowerShell.(If you are using a hosted Exchange user, check with your specific provider for more details.)

The methods of adding room resources depend on which version of Exchange you’re using. The specifics are outlined in the version-specific articles below. (If you are using a Hosted service, please contact your Host provider for instructions.)

EWS and Creating a Management Mailbox Account

Because Teem leverages EWS to communicate with your room calendars, there needs to be a regular Exchange user mailbox set up for Teem. It needs to have permissions for room calendars. We suggest naming it something like teem@yourdomain.com.

The methods of adding user accounts depend on which version of Exchange you’re using. The specifics are outlined in the version-specific articles below. (If you are using a Hosted service, please contact your Host provider for instructions.)

Download this PDF to learn more about how data syncs between Exchange and EventBoard.

Choose Between Delegate Access and Impersonation

There are two ways to access a mailbox: Delegate Access and Impersonation. You’ll need to choose which approach to use for integrating Exchange/Office 365 and Teem.

Exchange Impersonation enables our user account to edit events on your room’s resource calendar, regardless of who created the event. This is done by impersonating the meeting organizer, whereas Delegate access acts on behalf of the room resource itself (with that resource's explicit permission).

The risk with impersonation is not having the ability to tell which actions were performed by Teem, and which were performed by a user. This is not recommended for enterprise level companies with strict security protocols. The benefit of Impersonation is the ability to use the End Event feature on the EventBoard conference room displays.

Set Up Delegate Access and Share Calendars

To set up this method, Teem requires your management user to be a Full Access Delegate on the room resource account.

The methods of adding full access delegates depend on which version of Exchange you’re using. The specifics are outlined in the version-specific articles below. (If you are using a Hosted service, please contact your Host provider for instructions.)

Please ensure that this permission has been given to each room resource you wish Teem to interface with. Also note that it may take 24-48 hours for the permission changes to take effect on the server.

Set up Exchange Impersonation

In order to use Impersonation, you’ll need to fulfill the requirements listed below:

  • Have administrator access to your on-premises Exchange server.(Note: If you are a hosted Exchange customer, you must use delegate access because hosted providers do not allow access to PowerShell on the server to complete the needed steps. This does not apply to Office 365.)
  • Have a Teem account with administrator permissions.
  • Have access to the Exchange Management Shell with admin access.

Next, decide what approach you want to take: configure impersonation for all accounts, or configure only for specific user groups. The instructions for this are included below in the section titled Impersonation Supplement. Note thatExchange 2007 requires slightly different commands. See this MSDN for help with that.

Impersonation Supplement

Here are PowerShell instructions on setting Impersonation up in any Exchange or Office 365 environment.

Configure Impersonation for All Service Accounts in Your Organization

Using Exchange Management Shell, run this command:

New-ManagementRoleAssignment –Role:ApplicationImpersonation –User:username

Exchangement Management Shell

You’ll need to change the "username" to your specific service account name for this to work.

Configure Impersonation for Specific Service Accounts

By restricting the access, or scope, Teem can be granted access to only room or equipment calendars.

Using Exchange Management Shell, run this command:

New-ManagementScope -Name "ResourceMailboxes" -RecipientRestrictionFilter {RecipientTypeDetails -eq "RoomMailbox" -or RecipientTypeDetails -eq "EquipmentMailbox"}

Now that we’ve created this new scope for Impersonation, we need to assign the Impersonation role to the service account using this command:

New-ManagementRoleAssignment –Name "ResourceImpersonation" –Role ApplicationImpersonation –User "username" –CustomRecipientWriteScope "ResourceMailboxes"

Connecting Exchange or Office 365 to your Teem Account

Now that you’ve set up access, you’re ready to connect an Exchange/Office365 account to your Teem account.

Sign in to your Teem account and go to the Apps & Integrations section of the left menu. Click Calendar Accounts, then look to the upper right corner and choose the + Account button.

Connecting Exchange or Office 365 to your Teem AccountThen select Exchange or Office365 depending on your build.

Connect an Account Screen TeemAfter you choose the Exchange or Office365 option, you will see a screen to enter in your information in order for us to import your calendars.

1. Enter your Exchange or Office365 login and password.  IMPORTANT: If you use Exchange, you must use the Active Directory  login name of the management user for this field in the format of username@logindomain.

  • For instance, if the email address is will@teem.com, but the Active Directory login domain is teem.local, will@teem.local would be input into this field.

2. Select the version of Exchange or Office 365 that your company uses.

3. If using Exchange, enter your EWS endpoint. (If you don't see the EWS Endpoint field, uncheck the Use Auto Discovery box, and it will appear.)

  • To find the EWS Endpoint address, while logged into OWA, look at the address bar and take all the url before 'owa.' With the OWA address, append to that: ews/Exchange.asmx. For instance, if the OWA address is ‘west.exch080.serverdata.net/owa/#path=/calendar’, the EWS Endpoint address would be https://west.exch080.serverdata.net/ews/Exchange.asmx. Be sure to include the entire link including the https:// and ews/Exchange.asmx

4. Select whichever access type you decided on, Impersonation or Delegate Access.

5. In order to provide a consistent experience and prevent calendars from being missed during auto-discovery, the "Search Addresses" field is required. Please provide a comma-separated list of all calendars that you wish to import into Teem.

Room Calendar Addresses


6. Click Authorize at the bottom.

  • If you get an error message, such as 'Unauthorized' or 'Internal Server' error, the account is added into our system, but the account is considered inactive. We recommend you contact technical support at 415-830-6989 and they will be able to assist you in getting your account up and running.


View Connected Calendar Accounts Screen

That’s it! Your Exchange account is now integrated with Teem. You should receive an email directed to the Sync account informing you which calendars we’ve synced with.

Now you’re ready to assign your Exchange calendars to rooms.

Version-Specific Help Articles

Due the to varied nature of the user creation, room creation, and permissioning processes, we’ve included these articles to help speed your set-up along. Please ensure the steps outlined in them are completed before you attempt to integrate with Teem

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