Configuring an Exchange Room Mailbox

Many conferencing systems are located in shared spaces such as conference rooms. It may be preferable to use a room mailbox account instead of a user mailbox account for calendaring and reservations.

IMPORTANT: One Touch Dial requires access to the message body and meeting subject on room mailbox accounts for One Touch Dial to function correctly.

Create New Room Mailboxes

When integrating with a Microsoft calendar, associate each device with a room mailbox in order to use the One Touch Dial application.

A room mailbox is a resource mailbox that is assigned to a VTC device so that it can be scheduled into conferences and take advantage of the One Touch Dial application features. You can create a room mailbox for a device by using the Microsoft Office 365 Admin Center or by using Microsoft Exchange Management Shell.

Note: For additional information about room mailboxes, see Microsoft documentation.

The following is an example of a Microsoft PowerShell script on how to create a new room mailbox for a device.
Note: Enabling the AD account of the Room Resource Mailbox is optional, and not required by the OTD service.

New-Mailbox -Name "OTD Account" -UserPrincipalName otd.account@<companyname.com> -Password (ConvertTo-SecureString -String 'password' -AsPlainText -Force) -FirstName OTD -LastName Account -Room

Configure a Room Mailbox for a Device

Confirm your room mailboxes associated with devices meet the requirements for One Touch Dial application.

Prerequisite

See Microsoft documentation for more information along with possible solutions:

IMPORTANT: One Touch Dial requires access to the message body and meeting subject in order to enable devices to join meetings. The message body of a meeting invite contains necessary meeting information to be retained when processing the meeting invitation. Also configure the mailbox to display the meeting subject, this means that both the -DeleteComments and -DeleteSubject must be set to $false. Once you configure a mailbox for a video device, that mailbox's calendar will display on the device.

The following is an example of a Microsoft PowerShell command to show the meeting subject name in the meeting invite.

Set-CalendarProcessing -Identity "VTC01@yourdomain.com" -AutomateProcessing AutoAccept -AddOrganizerToSubject $false -AllowConflicts $false -DeleteComments $false -DeleteSubject $false -RemovePrivateProperty $false -AddAdditionalResponse $true -AdditionalResponse "This is a Poly Meeting room!" -ProcessExternalMeetingMessages $true