Using Exchange 2013 and above with Zoom Rooms

In Zoom Rooms, a calendar resource can be integrated into the TV display and the controller of the room, which will display information about the meetings that are scheduled for the room. By inviting and scheduling a meeting in a Zoom Room, members of your organization will be able to schedule a meeting in the room. There is a calendar service that allows conference rooms to be assigned as calendar resources as part of a calendaring process. The users of Zoom will be able to start meetings in the room by using a single touch after authorizing Zoom to access their calendar resources.

A Zoom Rooms calendar service can only be added to an Exchange account after the following steps have been completed by the Exchange administrator:

• Creating a dedicated user who is capable of managing calendars in Exchange is a great idea

• The calendar resource that will be used for each Zoom Room should be created or located

• It would be advantageous to allow each calendar resource to be delegated to a dedicated user

• Ensure that each calendar resource can be edited by the dedicated user

• The Windows PowerShell command line tool is used to update the calendar resource settings

In order for the Zoom Rooms in your account to be able to make use of the calendar service and its resources such as meetings, you must also use the credentials of the dedicated user to provide authorization for the Zoom Rooms on your account to do so.

Prerequisites for using Exchange 2013 and above with Zoom Rooms

• Exchange 2013, 2016, or 2019

• An admin account for Exchange

• Access to your Exchange Admin Center (EAC)

• The ability to create and manage calendars for rooms

• The ability to create a new Exchange user

Note: In order to use outlook.office365.com, all components of your network must allow traffic to reach it. Including firewalls and proxies.

How to create a service account and room email

Creating a Zoom Rooms service account

1. As an administrator, you should log into the Exchange Admin Center.

2. Select Mailboxes from the Recipients section and click the plus button.

3. Click on the User mailbox link.

4. It is very important to create a unique email address for your company, such as room@company.com.

5. Your Zoom Rooms will use the same user email address across all of them.

6. The username and password for the User login should be noted down.

7. In the Zoom Room’s Calendar section, type in the same work email address you used when you set up your account.

Creating or obtaining the room and room email

1. As an administrator, you should log into the Exchange Admin Center.

2. Click on the Resources tab and then on the Recipients tab.

3. It is possible to add a room by clicking on the plus + icon (optional).

4. It is important to keep in mind the name of the rooms displayed and their corresponding email addresses as you go through the process.

How to link the service account with room resources

Delegating access to the service account

• As an administrator, you should log into the Exchange Admin Center.

• Click on the Resources tab and then on the Recipients tab.

• You will be able to access the first room by double clicking it.

• To delegate a mailbox, click on the button.

• In the Full Access section, scroll down and click the + button.

• If you want to add a dedicated email address, select it and click the add button.

Sharing the resource with the service account

• You will need your Exchange admin account to sign into Outlook web.
  Note: In the event that your Exchange server has not enabled Outlook Web, you can share the calendar using the Outlook application if Outlook Web is not installed.

• Select Open another mailbox from the drop-down menu under My account.

• Please enter the email address of the resource for the room and then select the room from the list.

• The resource mailbox for the room resource can be opened by clicking the Open button.

• You will then be able to access the Zoom Room resource mailbox by clicking on the link above. Your navigation panel will show a calendar at the bottom left-hand corner that you can click on to access it.

• The main calendar of the room can be found under Your Calendars, and by right-clicking it, you can choose Share.

• Enter the Work Email of the service account, then select Editor access in the next window.

• Then click the Send button.

• Log in to the mailbox associated with the service account.

• If you are invited to the Zoom Room resource, you must accept the invitation by clicking on it.

• The calendar tab will open after accepting the invite. Towards the left side of the page, under Other Calendars, you should be able to see the Zoom Room resource calendar listed. Please ensure that this calendar has been taken into consideration.

How to enable Basic Authentication or NTLM Authentication

Authentication forms such as Basic, NTLM, and SAML are supported by Zoom Rooms for on-premises solutions such as Exchange Server as well. If either of the following applies to your account, please follow one of the instructions below to enable either of them.

Basic Authentication

1. Authentication can be found under the Authentication tab in EWC.

2. Simply check the box next to Basic Authentication and click the Save button.

NTLM Authentication

1. On an Exchange 2013 server, you will need to open the Exchange Management Shell.

2. For Outlook Anywhere clients to be able to use Kerberos authentication, the following command needs to be run on the Client Access server:

Get-OutlookAnywhere -server CAS-1 | Set-OutlookAnywhere -InternalClientAuthenticationMethod  Negotiate

From your Exchange 2013 Client Access server, run the following command in order to enable Kerberos authentication for MAPI over HTTP clients:

Get-MapiVirtualDirectory -Server CAS-1 | Set-MapiVirtualDirectory -IISAuthenticationMethods Ntlm, Negotiate

How to configure resource attributes

Retrieving EWS URL

• Click on servers in the Exchange Admin Center.

• Double-click EWS under Virtual Directories.
  

• The EWS URL can be found by clicking General.
  

Disable Removal of Subject from Room Events

• You will need to use the option Run as administrator in order to start Windows PowerShell.

• For the username and password of your Exchange admin account, enter the following command.

$UserCredential = Get-Credential

• It is important that you prepare the session (using the EWS URL that you obtained in the previous section).

$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri http://server-porter.portertest.com/powershell -Authentication Kerberos -Credential $UserCredential

• You will now be able to connect to the PowerShell session.

Import-PSSession $Session

• This command can be used to check if the room settings have been changed before and after the change has been made:

Get-CalendarProcessing -Identity "49ers" | Format-List identity,deletesubject,addorganizertosubject,DeleteComments,RemovePrivateProperty

• It is necessary to confirm that for DeleteSubject, AddOrganizerToSubject, DeleteComments, and RemovePrivateProperty, false is the value.

Identity              : portertest.com/Users/room_name
DeleteSubject         : False
AddOrganizerToSubject : False
DeleteComments        : False
RemovePrivateProperty : False

Note: Please note that if you encounter an error such as “Import-PSSession “, this is because running scripts on this system is disabled, so the files cannot be loaded. The files need to be signed using a valid certificate (this command will fail if you did not run PowerShell as an administrator in step 1). Please go ahead and use the following command first.

Set-ExecutionPolicy Unrestricted

• The attributes for the calendar for your room can be modified as follows:

Set-CalendarProcessing "room_name" -AddOrganizerToSubject $false -OrganizerInfo $true -DeleteAttachments $true -DeleteComments $false -DeleteSubject $false -RemovePrivateProperty $false

Note: The following errors may occur if you see them:

• • A message would appear saying, “The operation could not be performed because the object [room name] could not be found on the target server.”, which means the scope of the cmdlet does not cover the user/room in question.

  • It is important to ensure that you have permission to manage recipients and organizations if you receive an error such as the one stating “Set-CalendarProcessing command not found.”. If you are logged in via PowerShell, please make sure the user you are logged in as has permission to manage both.

• Then close PowerShell after disconnecting the session.

Remove-PSSession $Session

How to add the calendar service to Zoom

Your Zoom account can be integrated with Exchange Calendar by following the steps below:

• Become a Zoom Rooms administrator by logging into the Zoom web portal.

• You will then need to select Calendar Integration, followed by Add Calendar Service.
  This will bring up the dialog box for adding a calendar service.

• Please click on the Exchange button.

• Please enter the following details for the exchange:

  • Exchange login username or UPN: Your Exchange credentials should be entered as the domain/username associated with the user logon, as they are set in Active Directory. If you are using Exchange, you can enter your email address as mycompany/johnsmith, where your email address is johnsmith@mycompany.com.

  • Exchange login password: Please enter the password that you use for Exchange.

  • Exchange Version: From the drop-down menu, choose the version of Exchange you are using.

  • EWS URL: If you are using an EWS server, you need to enter its URL. It is important that you include the entire URL, including the https:// part, when you submit your form.

  • Account Permission Type: If the configuration above has been followed, you will need to choose Full Access Delegate.

• Please click the Authorize button.
  You will find the added calendar service on the Calendar Integration page.

Adding a Zoom Room is covered in the section, Add a Zoom Room, which also explains how to configure a calendar resource with a Zoom Room.