This supplementary article will walk you through the three steps of preparing your Exchange 2013/2016 environment to interface with the Teem website, which are outlined at a higher level in the Basics of Integrating Exchange and EventBoard article.
In order to successfully integrate an Exchange 2013/2016 calendar, you’ll need to fulfill a few requirements as listed below:
- An Admin account within your Exchange 2013/2016 server. Do note, if you are using a hosted Exchange provider you may need to reach out to your provider for more details.
- A valid EWS (Exchange Web Services) Endpoint. An example would be https://mail.yourdomain.com/ews/exchange.asmx. Reach out to your Exchange administrator to get this information!
Got all that? Now you’re ready set up and use your Exchange calendar sync!
Preparatory Steps to Sync with Teem
To sync your Exchange 2013/2016 environment with Teem, we’ll need to do three things. First, create a user account for Teem to access the mail server with. Second, create or locate room resources for Teem to interface with. And third, permission the Teem user account to control these room resources. When these steps are done we can return the our Basics of Exchange article and continue.
Create a User Account
The first step in creating the User account is to sign in to your Exchange server and open Exchange Management Center. Here you will go to Recipients, Mailboxes, and then to the + icon.
From there, you’ll fill in the New User Mailbox information fields. We suggest creating an email that is easily recognizable like email@example.com. Ensure everything is correct and click Save.
You have now created a mailbox for our server to utilize.
Creating or Locating Room Resources
If you already have Room Resources created, you can skip this step. If not, you’ll need to go to Exchange Management Center. Here you will go to Recipients, Resources, and then to the + icon.
From there, you’ll fill in the New Room Mailbox information fields. Ensure everything is correct and click Save.
You have now created a room resource mailbox.
Granting Permission to Administer Room Resources
We’ve covered the difference between Impersonation and Delegation in our Basics of Exchange article.
If you’d like to use PowerShell commands and configure Impersonation, please refer the above article, and use the commands listed there.
To set up Impersonation through the Exchange Management Console, follow these steps:
First, click on Permissions, and Admin Roles. Then double-click on Discovery Management.
In the Discovery Management detail section, select the + icon over Roles.
Click ApplicationImpersonation, then click the Add button below. When that role is added, click Save.
Verify that ApplicationImpersonation now appears under Roles, then click the + icon over the Members section.
Find the user account we created above in the list, click on it, and select the Add option below. Once you verified the account has been selected, click Save.
Back in the Discovery Management detail window, ensure the user name appears in the Members section. If it does, click the Save button.
Verify the new role and user appear in the Discover Management role and you are done!
Your listed user now has Impersonation rights.
Full Access Delegation
If you are looking for a more secure method to control these rooms, our Teem user account needs to be set as a delegate and an editor. To set the permissions as a delegate you will go to the Exchange Management Center and click Recipients, Resources, and double-click on the room resource. In the room detail pop-up, click on Mailbox Delegation.
In that delegation window, scroll to the bottom and find the Full Access section. Here, you’ll click the + icon. In the next pop-up, click +Add and find your management account and click Okay. Verify it has been added and click Save.
If you’d like more detailed instructions on how to grant Full Access Delegation on behalf of a room, or a list of PowerShell commands, refer to Microsoft’s help articles for Exchange 2013 and Exchange 2016.
Now that the user is assigned as a Full Access Delegate, log in to the Outlook Web App using that user's credentials. Open that user’s calendar. On the top navigation, select the user account's drop down menu. Now select Open another mailbox.
This will open a pop-up dialog window. In the input field, type or paste in the email address for the shared calendar or resource you would like to integrate with Teem. If it doesn't come up immediately, you may need to click Search Contacts & Directory. In this example, the resource calendar is called Wiggins. After selecting the appropriate calendar, click Open on the pop-up.
Note: If you get an error, there is a chance the delegation changes made have not propagated throughout multiple servers.
This will open a new window in your browser with you logged into the Room Resource's account. In the top navigation, select Calendar.
After doing this, you will see a Share option at the top right of the page (next to the PRINT icon).Click on SHARE.
This will open up a Share Calendar dialogue. In the Share With field, type or paste the management account you've set up to use with Teem. If the account doesn't come up as you type it, you may need to select Search Contacts & Directory.
After selecting that management account, you will need to give it specific privileges. Teem requires the ability to read/write to calendars, so you must select Editor in this drop down.
After selecting the permission, press Send in the top of the dialogue window. This will send a share request to the Teem user account.
To accept the request, log back into the Teem user account. Usually, this account will still be open in another browser window/tab from the earlier steps. Once logged in, select Outlook in the top navigation.
You will have a new message from the room resource calendar, inviting you to subscribe to the shared calendar. Select + ADD CALENDAR in the email message.
This will open the calendar tab. You should see the new room resource calendar listed on the left side of the page under Other Calendars. Ensure this calendar is checked.
Note: Calendars added here must appear under Other Calendars. If these calendars are in different sections, we won't be able to discover that calendar.
Repeat this process for each room/calendar that you would like to use with Teem.
With these three steps complete, you are now ready to refer back to the Basics of Exchange article and continue implementation with the Teem website. Please note that it may take 24 hours for the settings we’ve made here to completely propagate through your Exchange environment.