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.
An Exchange administrator must first do the following before Zoom Rooms can be added as a calendar service:
- The user should be able to manage calendars within Exchange using a dedicated account
- Account, and each Zoom Room should have its own calendar resource that they can manage
- Make sure the dedicated user has the ability to grant full delegation rights to each calendar resource
- So that each calendar resource can be edited by the dedicated user
As soon as your Exchange administrator has completed these steps, you can provide authorization for Zoom Rooms in your account to use the calendar service and 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
- How to enable Basic Authentication or NTLM Authentication
- Basic Authentication
- Enabling 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 2010 with Zoom Rooms
- Exchange admin account
- Allowing creation and management of rooms’ calendars
- Ability to create a new Exchange user
How to create a service account and room email
Creating a Zoom Rooms service account
- EMC (Exchange Management Console) should be launched.
- Click on “Mailboxes” under Microsoft Exchange “(your_server’s_domain)” > “Microsoft Exchange On-Premise” > “Recipients Configuration”
- By clicking “New Mailbox…” from the right-click menu of the “Mailbox,” you can create a new mailbox.
- Click on the “New Mailbox” button, then on the “User Mailbox” option, then click “Next”
- Select “Add a New User” and then click “Next”
- Type in the email address of the new user, for example, firstname.lastname@example.org
- Your Zoom Rooms will use this email address for any new users you add
- Please take note of the “User logon name (User Principal Name)” and the “Password” that you use to log on to your computer
- Computer Once you have done this, you can proceed to the next step.
Creating or obtaining the room and room email
- Start EMC (Exchange Management Console)
- “Microsoft Exchange” > “Microsoft Exchange On-Premises” > “Recipients Configuration” click on “Mailbox” under “Microsoft Exchange”.
- Please note both the “Room Name” and the “Primary SMTP Address” that are next to the “Room Name”
How to link the service account with room resources
Delegating access to the service account
- Launch the Exchange Management Console (EMC)
- Choose the “Mailbox” option under “Microsoft Exchange” > “Microsoft Exchange On-Premises “(your_server’s_domain)” > “Recipients Configuration”.
- The first room can be selected by right-clicking it and selecting “Properties”
- Under the heading “Specify delegates of this mailbox”, click on “Add…”. This will open the “Resource Policy” tab.
- Please select the dedicated email address from the “Select Recipient” dialog box and then click “OK”.
- From here, you may change the tab to “Resource General” and select the email address.
- Make sure that “Enable Resource Booking Attendant” is checked.
- Make sure that “Save Change” is selected.
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.
- On Windows Server, launch “Server Manager”.
- Please go to “Internet Information Services (IIS) Manager” under “Roles”
- Click on “Web Server (IIS)” > “EWS” under “Sites”
- Double-click on “Authentication” under “IIS” under “Default Web Site”
- Right-click on “Basic Authentication” in the “Features View” and select “Enable.”
Enabling NTLM Authentication
- Navigate to Client Access/Server Configuration in the Exchange Management Console.
- To enable Outlook Anywhere, click Enable Outlook Anywhere in the Actions pane to the right of the Exchange Management Console.
- In the External Host field, enter the external host name.
How to configure resource attributes
Retrieving EWS URL
- Click the Outlook icon in the notification area in the lower right-hand corner of the screen with CTRL+Right-click
- And select “Test Auto-Configuration for E-mail” from the list of options.
- Type your e-mail address and password into the appropriate fields.
- Use AutoDiscover is the option you should select (you can uncheck the other boxes).
- Click on the button that says Test.
- Keep a record of the URL of the “Availability Service” (EWS URL).
Disable Removal of Subject from Room Events
- EMC (Exchange Management Console) should now be launched
- If you select “Microsoft Exchange” > “Microsoft Exchange On-Premises (your_server’s domain)” > “Recipients Configuration”, you will be presented with the following screen.
- Select the first room by right-clicking it and then selecting “Properties”
- Click on “Resource Information” and uncheck all the following options.
- Delete the comments.
- Remove the subject.
- Replace the subject with the organizer’s name
- By removing the private flag from the meeting that has been accepted
- by clicking “OK” to save the changes.
How to add the calendar service to Zoom
Your Zoom account needs to be connected to an Exchange calendar service in order to use it.
- Become an administrator of Zoom Rooms by logging into the Zoom web portal.
- Under the Calendar Integration section, click on the Add Calendar Service button.
This will open the dialog box where you can add a calendar service.
- Select Exchange in the dialog box.
- Enter the following information:
- Exchange login username or UPN: As a user logon domain/user logon name, enter your Exchange credentials. Using exchange, you can enter your email address as mycompany/johnsmith if it is email@example.com.
- Exchange login password: The password for Exchange.
- Exchange Version: From the dropdown menu, choose your Exchange version.
- EWS URL: Enter the URL for your EWS server. Don’t forget to include the https:// portion of the URL.
- Account Permission Type: For Full Access Delegate, follow the above configuration.
- Click on Authorize.
Your calendar service will appear on the Integration page.
For more information on adding a Zoom Room to a calendar resource, see Add a Zoom Room.