Configuring an Office 365 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 to 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.

This following is an example of a Microsoft PowerShell script on how to create a new room mailbox for a device.

New-Mailbox -MicrosoftOnlineServicesID "VTC01@yourdomain.com" -Alias "VTC01" -Name "VTC 01" -Room -EnableRoomMailboxAccount $true -RoomMailboxPassword (ConvertTo-SecureString -String "a_hard_password" -AsPlainText -Force)

Note: If you are setting up a hybrid configuration using both an Office 365 and Exchange integration in One Touch Dial, the fully qualified domain name will need to be used for the Office 365 service account and the Office 365 mailboxes set up in One Touch Dial.

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!"