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How to integrate Exchange with Room Display

Updated

warning.png This information only applies to older generations of our software.

Applies to:Room Display 4/5/6. Exchange 2007/2010/2013/2016/Office 365

A complete step-by-step guide to integrate Room Display software with Exchange.

Step 1: Create a Service Account user in Exchange

Service Account is an account in Exchange with its own mailbox and FullAccess permission to the Room Resources (ie the meeting rooms). It is used by Room Display to access booking information and can either be an existing user or a new account.

Configuration diagram:

Follow these steps to create a Service Account:

  1. Add a Service Account with its own mailbox in your Exchange server
    • If you have no existing configuration of Exchange, see: FAQ -> Exchange/Office 365 -> Configure Exchange for Room Display (Office 365) if you are running Exchange 365. Otherwise contact your IT Admin for assistance on how to configure
  2. Set FullAcess permission to your Room Resources for the Service Account
  3. For information on how to set FullAccess permission, see: FAQ -> Exchange/Office 365 -> Setting up Exchange for Room Display (Powershell)


Step 2: Add your Exchange Calendar Settings in RoomDisplayCenter

There are two methods of integrating with Exchange:

  • Office 365 Connect – Authorize access to room calendars through your Office 365 account (supports Office 365). See step 2A below
  • EWS – Authorize access to room calendars with a Service Account which will connect to your Exchange server (supports Exchange 2007/2010/2013/2016/Office 365 and Kerio). See step 2B below


Step 2A: Integrate with Office 365 Connect

  1. Login to:https://www.roomdisplaycenter.com
  2. Connect Room Display Center with Office 365 by clicking “Room Display – > Office 365 Connect Setup” and follow the guide. Kindly note that it requires an account with admin status. For instructions on how to restrict access to specific room resources, see: FAQ -> Exchange/Office 365 -> How to limit access to specific room resources/calendars (Office 365 Connect)
  3. Configure your units by pressing the cogwheel symbol
  4. Under “Calendar Source” select “Office 365 Connect”
  5. Enter the email for your room resource calendar under “Office365 Resource Email”


Step 2B: Integrate with EWS

  1. Login to:https://www.roomdisplaycenter.com
  2. Configure your units by pressing the cogwheel symbol
  3. Under “Calendar Source” select “EWS”
  4. Add your Exchange Calendar Settings
    • If you have no existing configuration of Exchange, see: FAQ -> Exchange/Office 365 -> Configure Exchange for Room Display (Office 365) if you are running Exchange 365. Otherwise contact your IT Admin for assistance on how to configure
    • Add EWS URL:Room Display communicates with Exchange using EWS (Exchange Web Services) protocol. Enter the full EWS URL, for example: https://mail.company.com/EWS/Exchange.asmxConnection diagram:

      Don’t know your EWS URL?

       

      • For office 365 the URL is always: https://outlook.office365.com/EWS/Exchange.asmx
      • If you don’t have Office 365, check the FAQ “Determining the Exchange Web Services (EWS) URL”
      • Common error is using the Outlook Web Access URL:s that contains: /OWA/ (instead of /EWS/). This will not work
    • Service Account Username (Not Room email):Service Account is an account in Exchange with its own mailbox and FullAccess permission to the Room Resources. It is used by Room Display to access booking information in your Room Resources.Exchange uses two types of username syntaxes. The old style NETBIOS name and the newer style UPN (User Principal Name). Depending on which your organization use the setup is different:
      UPN(e.g. username@domain.com)
      UPN styled usernames are in this style: username@domain.com. If you use this style, then enter the full text in “Service Account Username” and leave the field “Service Account Domain” empty!
      NETBIOS Style(e.g. DOMAIN\Username)
      Old-styled usernames start with the domain name and then the username after a slash (\). If you use this style, then enter only the Username in the field “Service Account Username” and move on to the “Service Account Domain” field and enter only your domain.
      Examples:
      UPN Style
      NETBIOS Style
    • Service Account Password:Add the Service Account password. Optionally the password can be stored locally on the device by following this FAQ -> Exchange/Office 365 -> Store Exchange Password Locally
    • Service Account Domain:Domain name should only be entered if you use the old-style NETBIOS username format which looks like this: DOMAIN\username. If so, then enteronlythe domain name here. If you use UPN username e.g. username@domain.com this field should be left empty!
      NETBIOS Style
    • Resource Email / Room email:Resource email is the email address of a resource (ie the meeting room) in Exchange which your Service Account has FullAccess permission to. Normally a resource email have the format: room@company.com. Note that Room Display will not work unless the Service Account (the account under “Username”) has FullAccess permission to the resource! For information on how to set FullAccess permission see this FAQ -> Exchange/Office 365 -> Setting up Exchange for Room Display (Powershell).Troubleshooting tip:if you have connectivity issues try adding the Service Account email also as Resource Email / Room email. This will display the Service Accounts own calendar which it always have FullAccess permission to.


Troubleshooting:

If you experience problems during the setup, see the points below or go to our FAQ section: https://gogetcorp.com/faqs/

      • There is an error message relating to Exchange/Calendars
        • Check this guide for general troubleshooting: FAQ -> Exchange/Office 365 ->Troubleshoot your Exchange Configuration
        • Check that the EWS URL is correct. See: FAQ -> Exchange/Office 365 ->Determining the Exchange Web Services (EWS) URL
        • Check if your Exchange server uses NETBIOS or UPN login style and double check that the information is entered correctl.
        • Check that the Service Account has FullAccess permission to the Room Resource
        • Check that your company firewall allows the necessary ports. See: FAQ -> Room Display 4/5/6 -> Firewall rules
      • I cannot see/add/delete calendar information
        • It can take up to 1 minute for any changes in the calendar information to take effect, so be patient
        • Check that your company firewall allows the necessary ports. See: FAQ -> Room Display 4/5/6 -> Firewall rules. Note that many company guest networks restricts communication ports that Room Display need to function properly
      • I cannot see the meeting title
        • By default the meeting title is set to the same name as the organizer, see: FAQ -> Exchange/Office 365 -> Title field is the same as organizer (Powershell)

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