This supplementary article will walk you through the three steps of preparing your Office 365 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 Office 365 calendar, you’ll need to be an admin account within your Office 365 account. Do note, if you are using a hosted Exchange provider you may need to reach out to your provider for more details.
Preparatory Steps to Sync with Teem
To sync your Office 365 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 Office 365 account and select the Admin tab.
Here you will go to Users, and then to + Add A User.
From there, you’ll fill in the New User information fields. We suggest creating an email that is easily recognizable like email@example.com. Ensure everything is correct and click Add.
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 Admin Center. Here you will go to Resources, and then to + Add.
From there, you’ll fill in the information fields. Ensure everything is correct and click Add.
You have now created a room resource mailbox.
Changing Room Resource Settings in Exchange 2013 & Office 365
We personally like to have details about an event on the EventBoard as it helps us know what the meeting is about. A meeting that just says "Will Smith" is not as helpful as "Will Smith Marketing Meeting". However, when you schedule a Room Resource in Office 365, it defaults to deleting the Subject of the meeting request, and just adding the organizer’s name. In this small tutorial we will walk through how to change that.
Powershell for Office 365
While Office 365 exposes some management features through the web interface, most must be accessed through Windows PowerShell cmd-lets. To accomplish this, you will need to have the Windows Azure AD Module. Instructions on getting to this module, as well as download links, can be found here.
Once you have that installed, start the Azure Active Directory Module as Administrator from the start menu.
Now that we have the PowerShell running, we will need to authenticate to our Office 365 setup and run the proper commands. To authenticate correctly we will need to run a few commands:
The above command simply makes sure that we have the authentication cmd-let available.
$O365Cred = Get-Credential
The above command will present us with a box to input our credentials and will then save that in the $O365Cred variable.
$O365Session = New-PSSession –ConfigurationName Microsoft.Exchange -ConnectionUri https://ps.outlook.com/powershell -Credential $O365Cred -Authentication Basic -AllowRedirection
The above command creates a remote session.
The above command pulls in the cmdlets we will need to manage our exchange server.
NOTE: If you get the following error:
Or if an error message shows that Running of Scripts is Disabled, you will need to run the following command:
And then run the Import-PSSession command again.
Run the following command:
Connect-MsolService –Credential $O365Cred
The command connects to the Office 365 services.
Changing Resource Settings
Now that we have done those commands, we are connected and ready to administer the calendar settings. There are several commands available to you as options here, and a more complete list can be found here. For now, we will just show a few commands so that event subjects are retained on the Room Resource calendar.
First, let’s check the current settings of our calendar. This is done with this command:
Get-CalendarProcessing -Identity "[alias or smtp]" | Format-List identity,deletesubject,addorganizertosubject
You can see in the graphic above that the Peter’s calendar has DeleteSubject set to True and that the AddOrganizerToSubject is also True. We will change the DeleteSubject parameter with the following command:
Set-CalendarProcessing "[alias or smtp]" -DeleteSubject $false
Now when we check the settings again we can see DeleteSubject is set to false.
Event before change:
Event after change:
The change is subtle, but makes a real difference in getting information about your event at a glance.
If the Organizer’s Name is showing on the title of the meeting, you can run the following command to remove that name:
Set-CalendarProcessing "[alias or smtp]" -AddOrganizerToSubject $false
That will remove the organizer so the Subject of the meeting is all that is left.
Granting Permission to Administer Room Resources
We’ve covered the difference between Impersonation and Delegation in our Basics of Exchange article. Check that out here.
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, from the Office 365 Admin center, click on Admin Center, then Exchange.
Then, 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.
You should see a pop-up informing you that settings are being updated. Wait for it to complete 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 Admin Center and click Resources. Then double-click on the room resource. There you will see an option for Exchange Settings. Please note that if the option is not there, the server likely needs more time to propagate the room creation.
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.
Now that the user is assigned as a Full Access Delegate, login 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 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 "fakeroom." 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.