Step 2. Set-up Exchange Online Room (Resource) 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. Create and Configure O365 Room Account for the First Time using Windows PowerShell.

Each CTOUCH Pro/Kickle application device requires a dedicated room (resource) account and this account must have a room mailbox hosted on Exchange. On the Exchange side, calendar processing must be configured so that the device can automatically accept incoming meeting requests.

This article introduces how to create and configure a room (resource) account on Exchange online using Windows PowerShell.

1.1 Starting PowerShell

To launch the PowerShell application, simply search for the PowerShell application in the search field in Windows and start it 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

Copy and paste the following command to the Windows PowerShell and hit enter :

Information:

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

$UserCredential = Get-Credential

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

Run the below cmdlet imports commands to the current session to run Exchange online commands.

 

Import-PSSession $Session

 

1.3 Creating a New Exchange Room Account

After the import commands process finished, follow the steps below to create a new Exchange Room account for your CTOUCH Pro/Kickle app.

 

"To use an existing Room Mailbox account, you can skip this article 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 account (Kickle01 in the example below), run the below cmdlet:

 

Information :

- Replace 'mycompany.com' with your organization name.

- Replace 'pass@word1' with your own pass.

$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 Room 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

 

1.4.1 Configuring MailTip :

Set-Mailbox -Identity $rm -MailTip "This room is equipped with a Kickle videoconferencing system. Click on the Teams 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

 

1.4.2 Configuring the Message Received When a Kickle Room is Booked :

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

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."

Information :

If the meeting is accepted, congratulations! You have successfully scheduled your CTOUCH Pro/Kickle meeting.
Don't forget that the CTOUCH Pro/Kickle Room Account should not wait in the waiting room. To check this, open the schedule CTOUCH Pro/Kickle meeting and then click on Meeting Options. Make sure that no guest is waiting in the waiting room.”

 

1.4.3 Allowing a Person Outside the Company to Schedule a Meeting :

If you planning to enable the use of CTOUCH Pro/Kickle in "Planned Meeting" mode by somebody who does not belong to the company, run the below cmdlet:

Set-CalendarProcessing $rm –ProcessExternalMeetingMessages $true

Companies who want to use your CTOUCH Pro/Kickle app meeting room must add your domain as a remote domain. 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

 

1.5 Update the Password Expiration Policy

In-Office 365, the default password expiration policy is 90 days. For the CTOUCH Pro/Kickle application account, it is imperative to change this to “Password Never Expires”. Follow the following procedure step by step.

 

First, install Microsoft Online Services Sign-In Assistant for IT Professionals RTW and follow the instructions.

 

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

 

1.5.1 Launch PowerShell

Start Windows PowerShell with the option Run as administrator and run the following cmdlet:

 

Information:

When you are prompted, provide a global administrator account user name and password.

Connect-MsolService -Credential $cred

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

Check PasswordNeverExpires for the user that was created, replacing the 'alias' with the account addresses:

Get-MSOLUser -UserPrincipalName alias | Select PasswordNeverExpires

To delete all the PSSessions in the current session, type :

Remove-PSSession $Session

 

It's all done!