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Setting up Zoom Rooms with Exchange 2013 and above

ByCorporate Guider Home, Zoom

Zoom Rooms can be integrated with a calendar resource, which shows meetings scheduled for the room on the TV display, the controller, and the Scheduling Display when a calendar is integrated with it. In any Zoom Room, any member of your organization can invite any other member to join the meeting by inviting them to the meeting. Conference rooms are set up as calendar resources through the company’s calendaring service. It is possible to start and join meetings in the room with one touch of the finger by allowing Zoom to have access to calendar resources.

Adding a calendar service for Zoom Rooms requires the following steps to be completed by an Exchange administrator:

  • Manage calendars in Exchange by creating a dedicated user
  • Account for each Zoom room or searching for a calendar resource to be used by each Zoom room
  • It is important that each Zoom room has full delegate access to each calendar resource
  • And that each calendar resource can be edited by the dedicated user of the Zoom room
  • Via Windows Powershell in order to update the settings of the calendar resources

By using the credentials of the dedicated user, the Exchange administrator completes these steps and then you provide the Zoom Rooms in your account access to the calendar service and all of its calendar resources using the credentials of the dedicated user.

This article covers:

  • How to create a service account and room email
    • Creating a Zoom Rooms service account
    • Creating or obtaining the room and room email
  • How to link the service account with room resources
    • Delegating access to the service account
    • Sharing the resource with the service account
  • How to enable Basic Authentication or NTLM Authentication
    • Basic Authentication
    • NTLM Authentication
  • How to configure resource attributes
    • Retrieving EWS URL
    • Disable Removal of Subject from Room Events

  • How to add the calendar service to Zoom

Prerequisites for using Exchange 2013 and above with Zoom Rooms

  • Change 2013, 2016, or 2019
  • Exchange admin accounts
  • To gain access to the Exchange Admin Center (EAC)
  • Creating and managing rooms’ calendars
  • The ability to create new Exchange users

Note:

Access to outlook.office365.com must be permitted by your network, including firewalls and proxies.

How to create a service account and room email

Creating a Zoom Rooms service account

  1. Become an administrator of your Exchange Admin Center by logging in.
  2. Select Mailboxes in the Recipients section, then click +.
  3. Next, click User mailbox.
  4. Now, type in your new email address like room@company.com.
  5. Whenever you create a Zoom Room, it will always use the same user email address.
  6. You will need to write down your User login name and password.
  7. Make sure you create a work email address and add it to your Zoom account in the Calendar section of the room.

Creating or obtaining the room and room email

  • As an administrator, log into the Exchange Admin Center.
  • Click Recipients, then click Resources.
  • (Optional) You can add a room by clicking on the plus (+) icon.
  • It is important to write down the display names and corresponding e-mail addresses of each room.

How to link the service account with room resources

Delegating access to the service account

  • Admins should log into their Exchange Admin Centers.
  • Click Recipients and then Resources.
  • Select the first room.
  • Select Mailbox delegation.

  • Click + next to Full Access.
  • Click Add next to the dedicated email.

Sharing the resource with the service account

  • Use your Exchange admin account to log into Outlook web.
    Note: The calendar can still be shared through Outlook if Outlook Web isn’t enabled on your Exchange server.
  • Select Open another mailbox from the My account drop-down list.

  • Type in the email address of the room resource and select the resource.
  • You will be able to view the resource’s mailbox by clicking on Open.

  • When you click on Open, you will be taken to the resource’s mailbox within Zoom Room. When you click on the Calendar icon you will be taken to the resource’s mailbox.
  • By right clicking on the room’s main calendar underneath Your Calendars, you will be able to choose to share it.

  • Next, you will be prompted to enter the service account’s Work Email address, and then select the Editor access option.

  • Send the message.
  • Go to the service account’s email account.
  • Click on the Zoom Room invitation to accept it.

  • Once accepted, a calendar tab will appear. Below Other Calendars on the left side of the page, you should see the Zoom Room resource calendar. Make sure it is included.

How to enable Basic Authentication or NTLM Authentication

For on-premise solutions such as Exchange server, Zoom Rooms supports Basic and NTLM authentication. To enable either of these features, select one of the following.

Basic Authentication

  • Click the Authentication tab in EWC.
  • Click Save after checking the Basic Authentication box.

NTLM Authentication

  1. On an Exchange 2013 server, open the Exchange Management Shell.
  2. On your Client Access server, run the following command to enable Kerberos authentication for Outlook Anywhere clients: 
    Get-OutlookAnywhere -server CAS-1 | Set-OutlookAnywhere -InternalClientAuthenticationMethod  Negotiate
  3. To enable Kerberos authentication for MAPI over HTTP clients, run the following command from your Exchange 2013 Client Access server: 
    Get-MapiVirtualDirectory -Server CAS-1 | Set-MapiVirtualDirectory -IISAuthenticationMethods Ntlm, Negotiate

How to configure resource attributes

Retrieving EWS URL

  • Click servers in the Exchange Admin Center.
  • Under Virtual Directories, choose EWS, and then click OK.

  • Select General, and type in the URL for EWS.

Disable Removal of Subject from Room Events

  1. Choose Run as administrator when you start Windows PowerShell.
  2. You will be prompted for your Exchange admin username and password when you run the following command. 
    $UserCredential = Get-Credential
  3. This step prepares the session for the user (use the EWS URL that was used previously). 
    $Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri http://server-porter.portertest.com/powershell -Authentication Kerberos -Credential $UserCredential
  4. Connect to the PowerShell session. 
    Import-PSSession $Session
  5. With the following command, you can check the settings for the room before and after making any changes: 
    Get-CalendarProcessing -Identity "49ers" | Format-List identity,deletesubject,addorganizertosubject,DeleteComments,RemovePrivateProperty
  6. Ascertain that the DeleteSubject, ToOrganizerToSubject, ToCommentsAndPrivateProperty options are false. 
    Identity              : portertest.com/Users/room_name
DeleteSubject         : False
AddOrganizerToSubject : False
DeleteComments        : False
RemovePrivateProperty : False

    Note:

  7. There may be an error when you try to import, such as “Import-PSSession : Files cannot be loaded on this system because scripts can’t run. Then, I recommend running the following command to verify that we have a valid certificate with which we can sign files. If you have not run PowerShell with administrator privileges in step 1, the following command will fail: 
    Set-ExecutionPolicy Unrestricted
  8. The following attributes will be modified for your room’s calendar: 
    Set-CalendarProcessing "room_name" -AddOrganizerToSubject $false -OrganizerInfo $true -DeleteAttachments $true -DeleteComments $false -DeleteSubject $false -RemovePrivateProperty $false

    Note:

  9. Errors such as these should be reported
    • It suggests that the operation could not be completed since the object [name of the room] could not be located on [exchange server]. Therefore, the scope of the cmdlet isn’t able to include the user/room.
    • Please ensure the user you are trying to log into via PowerShell for Organization Management and Recipient Management has permissions if you see an error such as “Set-CalendarProcessing command not found” for example.
  10. Close PowerShell once you have disconnected the session. 
    Remove-PSSession $Session

How to add the calendar service to Zoom

The Exchange calendar service can be added to your Zoom account by following these steps:

  • Become an administrator of Zoom Rooms by logging into the Zoom web portal.
  • In the Zoom web portal, select Calendar Integration, then click the Add Calendar Service button.
    A dialog box will appear.
  • Choose Exchange.

  • Enter the following information:
    • Exchange login username or UPN: It is important that you use the domain/user name, as set in Active Directory, as your exchange credentials for login. The email address that you have for exchange can be entered as mycompany/johnsmith if your email address is johnsmith@mycompany.com.
    • Exchange login password: Provide the password for Exchange.
    • Exchange Version: From the drop-down menu, select your Exchange version.
    • EWS URL: This is the URL to the Exchange Web Services server. The full URL should be included, including the portion with https:// in it.
    • Account Permission Type: Delegate Full Access when configuring as described above.
  • Click on Authorize.
    You are prompted to choose the calendar integration service.

You can configure a calendar resource with a Zoom Room by visiting Add a Zoom Room.

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