How do I setup the Exchange room account?

Important: Please note that below steps should be executed by the IT administrator. We as CTOUCH do not have any control over O365 tenants and therefor we cannot help with configuring the room account(s) as described below. If you need help, please contact your own IT support.

1. Creating and Configuring a Room Mailbox Account for Exchange Online (Office 365)

1.1 Starting PowerShell

The following commands are PowerShell commands. To launch PowerShell, simply search for PowerShell in the Search field in Windows.

Start PowerShell with the option Run as administrator.

For more information, please refer to the following TechNet article:

https://docs.microsoft.com/en-us/powershell/exchange/exchange-online-powershell?view=exchange-ps 

 

1.2 Logging on to Exchange Online

To use an existing Room Mailbox account (Kickle01 in the example below), run the PowerShell cmdlet below to log in to Exchange Online:

 

$UserCredential = Get-Credential

 

Enter an Exchange Online username / password with administrator privileges. Then, run the cmdlet below to connect to your Exchange Online.

 

$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://outlook.office365.com/powershell-liveid/ -Credential $UserCredential -Authentication Basic -AllowRedirection

 

Run the cmdlet below to import your session so that you can run Exchange commands in your Exchange Online.

 

Import-PSSession $Session

 

1.3 Creating a New Exchange Room Mailbox

Follow the steps below to create a new Room Mailbox account for Kickle. To use an existing Room Mailbox account, you can skip this and read Using an Existing Room Mailbox Account in Exchange Online (Office 365). However, we recommend that you create a new Room Mailbox account (delete the existing one and then recreate it). To create a new Room Mailbox account (Kickle01 in the example below), run the cmdlet below:

 

$rm="Kickle01@mycompany.com"

$newpass='pass@word1'

New-Mailbox -MicrosoftOnlineServicesID $rm -room -Name "Kickle Room" -RoomMailboxPassword (ConvertTo-SecureString $newpass -AsPlainText -Force) -EnableRoomMailboxAccount $true

 

1.4 Configuring the Exchange Room Mailbox Account

The cmdlet below will configure the Exchange Online account to accept or refuse meeting notifications automatically based on whether the room is available.

 

Set-CalendarProcessing -Identity $rm -AutomateProcessing AutoAccept -AddOrganizerToSubject $false –DeleteSubject $false -RemovePrivateProperty $false

 

1.5 Configuring MailTip

Set-Mailbox -Identity $rm -MailTip "This room is equipped with a Kickle videoconferencing system. Click on the Skype for Business Meeting button if you wish to use Kickle."

You can also use the following cmdlets to adapt the message according to the exact location of the room.

 

$Temp = Get-Mailbox $rm

 

$Temp.MailTipTranslations += "ES: Esta sala de reuniones tiene una solución Kickle"

 

Set-Mailbox -Identity $rm -MailTipTranslations $Temp.MailTipTranslations

 

1.6 Configuring the Message Received When the Room is Booked

You can configure the message that the meeting organizer will receive when booking the room by running the following cmdlet:

Configuring the message received when a Kickle room is booked: 

Set-CalendarProcessing -Identity $rm –AddAdditionalResponse $TRUE –AdditionalResponse "If the meeting has been refused, it is because the meeting room is not available at the time specified."

If the meeting is accepted, congratulations! You have successfully scheduled your for Teams meeting.

Don't forget that for Teams Go or for Teams Talk should not wait in the waiting room. To check this, open the meeting and then click on Meeting Options. Make sure that no guest is waiting in the waiting room. Also, check that for Teams is the organizer.”

 

1.7 Allowing a Person Outside the Company to Schedule a Meeting

If you wish to enable the use of Kickle in "Planned Meeting" mode by somebody who does not belong to the company, run the command below:

Set-CalendarProcessing $rm –ProcessExternalMeetingMessages $true

 Companies who want to use your Kickle must add your domain as a RemoteDomain. The following commands must be executed on your external collaborator's Office 365 infrastructure. 

New-RemoteDomain –DomainName mycompany.com –Name mycompany.com

Set-RemoteDomain mycompany.com –TNEFEnabled $true

 

2. Creating The Teams (Office 365) Account

Once the Room Mailbox account for Exchange Online is created, it must be associated with a Teams account. The steps below are the same for a new account or an existing account.

 

2.1 Assigning Teams Online licenses

Log on to the Office 365 administration portal at https://portal.office.com and choose the “administrator” portal.

Then, assign the corresponding license (P2, P3 or E1, E3, E4 license).

 

Once the license has been assigned, check that the Teams account works as intended by logging on to a Skype for Business client with this account.

 

2.2 Update the Password Expiration Policy

In Office 365, the default password expiration policy is 90 days. For the screen, it is imperative to change this to “Password Never Expires”.

Follow the following procedure step by step.

Install Microsoft Online Services Sign-In Assistant for IT Professionals RTW.

Finally, install Azure Active Directory Module for Windows PowerShell (64-bit version).

2.3 Launch PowerShell

Start PowerShell with the option Run as administrator.

Run the following cmdlet:

Import-Module LyncOnlineConnector

$cred=Get-Credential

 Enter an Exchange Online username / password with administrator privileges.

$cssess=New-CsOnlineSession -Credential $cred

Import-PSSession $cssess -AllowClobber

 

2.4 Password Expiration Policy

Run the following cmdlet :

Connect-MsolService -Credential $cred

Set-MsolUser -UserPrincipalName Kickle01@mycompany.com -PasswordNeverExpires $true

Refer to http://technet.microsoft.com/en-us/library/dn362831.aspx for more information.

3. Office 365 Consent

The "consent" is an activation in your O365 tenant, to specify that "For Teams is an application and will need to authenticate to the office 365 servers with a user account". In addition, For Teams will always need a user account to authenticate to your Office 365 tenant.

Please check for the consent links as well as the explanation, this page