Step 1: Create a Licensed Mailbox in M365 with Delegated Access

Note: This account will be used by SmartSpace to connect to your Exchange Online environment.

1. Create a User in Office 365

   • Navigate to: Office 365 > Users > Active Users > Add a User

   • Suggested email: [email protected]

2. Assign a License

   • Select Exchange Online (Plan 1)

   • Click Next > Next > Finish Adding

   • Document the credentials securely.

3. Enable Multi-Factor Authentication (MFA)

   • Go to: Office 365 > Users > Active Users > Multi-Factor Authentication

   • Select the user and click Enable.

4. Finalise MFA Setup

   • Log into the mailbox via Outlook Online.

   • Complete the MFA setup.

Step 2: Create the Resource Account in Exchange Online

Note: Ensure you create room resource calendars if they do not already exist. You can skip this step if the calendars already exist, but it's still a good idea to check the time zone settings to ensure they are correct.

1. Add a Room Resource

   • Navigate to: Office 365 > Exchange > Resources > Rooms > Add a Room Resource

   • Fill in the required fields:

     • Name: VC Room

     • Email Address: vcroom

     • Email Domain: your-domain.com

     • Country/Region: Australia

   • Click Next through default settings and then Create.

2. Set the Time Zone for the Meeting Room (Microsoft 365 Admin Center)

   • Go to Microsoft 365 Admin Center.

   • Navigate to Exchange Admin Center > Recipients > Resources.

   • Select the meeting room (e.g., VC Room).

   • Click Manage Settings.

   • Under Mailbox Features, find Regional Settings.

   • Click Edit next to Regional Settings.

   • Set the Time Zone according to your organisation's requirements.

   • (Example: (UTC+10:00) Canberra, Melbourne, Sydney for AUS Eastern Standard Time).

   • Save the changes.

Note: Configure any additional settings according to your organisation's requirements, such as adding the organiser to the subject line and allowing the room to accept meeting requests from external addresses.

3. Configure Calendar Subject Settings (PowerShell)

   AddOrganizerToSubject $true -DeleteComments $false -DeleteSubject $false

Apply Mailbox Delegation Permissions

1. Grant Delegation Access

   • Go to: Office 365 > Exchange > Resources > Rooms

   • Select the room and navigate to Delegation.

   • Under Read and Manage (Full Access), click Edit.

   • Add [email protected] as a member.

Add Calendars to Resource Account in Outlook Online

1. Login to Outlook Online as the delegate mailbox ([email protected] )

   • Go to: https://outlook.office.com/calendar/addcalendar 

   • Select Add from Directory, select your account and then search for each room

   • Add it to "Other Calendars

Enabling Exchange Integration in Smart Space

1. Enable the Integration and Sign In

   • In SmartSpace, navigate to Settings > Integrations > Exchange

   • Toggle on "Enable Exchange Integration"

   • Click "Click here to sign in" and complete the sign in process.

     • Depending on your M365 security settings you may need to take additional steps to enable access.

   • Once enabled, allow 2 minutes for Microsoft to complete the request and display the room listing.
     
     Note: Pause here and allow your implementation consultant to review the setup before you proceed.
     
     

2. Sync Rooms to Exchange Calendar

   • Go to the room settings in SmartSpace.

   • On the Integrations tab, sync the room to an Exchange calendar.

Booking Workflow

• Standard Workflow:

  • Users create an appointment in their personal calendar and invite the Exchange meeting room.

  • The appointment syncs from the room calendar to SmartSpace, booked under the original organiser.

• Direct Room Bookings:

  • Not recommended, but if done, the booking syncs to SmartSpace and is assigned to "Meeting Room."

• SmartSpace to Exchange:

  • Bookings made in SmartSpace trigger a SmartSpace confirmation email and sync to Exchange.

  • Exchange does not send an additional confirmation email.

• Outlook to SmartSpace:

  • Bookings made in Outlook receive Exchange confirmation emails.

  • In this case, SmartSpace suppresses its confirmation to avoid duplicate emails.