Microsoft Exchange - OVH Hosted

Owned by Amar Zerig
Last updated: Jul 29, 2024 by Christoph Witzemann
4 min read

Overview

OVH offers a professional email hosting service called OVH Exchange, based on Microsoft Exchange technology. This service enables businesses to efficiently manage their emails, calendars, and contacts with seamless integration with Outlook and other email clients. It is compatible with ROOMZ, making it easier to integrate meeting room management solutions with this email platform.

Create a ROOMZ User

Communication with calendars will be done through delegation using a user account. Therefore, we recommend creating a specific user account named Roomz. This account does not require a license or administrative rights.

Ressources

If you haven't done so already, first you need to create the resources (meeting rooms):

  1. Log in to your OVHcloud customer space and select Web Cloud from the top navigation bar.

  2. Click on Microsoft, then select Exchange. Choose the relevant Exchange service.

  3. Click on the Plus + tab, then select Resources.

web_cloud-email_and_collaborative_solutions-microsoft_exchange-feature_resources-images-exchange-resources-step1.png

 

Click on the "Add a resource account" button to create your first resource. In the new window, fill in the following fields:

web_cloud-email_and_collaborative_solutions-microsoft_exchange-feature_resources-images-exchange-resources-step2.png

Resource email address

Enter the resource's email address

Resource name

Enter the Resource name

Capacity

You can define the maximum size of a resource (for example, the number of seats in a room or shared company vehicle seats).

Allow conflicts

If this box is checked, you will be able to create overlapping calendar events involving the same resource.

Resource type

Room

Click on "Next" to proceed to the summary, then confirm the task by clicking on "Create."

Access rights & calendar information

 

In the resource section, click on the three dots of the desired meeting room and select "Manage delegations”.

In the permissions, you need to select the account you created in step and check all the boxes for that account:

You can repeat these actions for the other rooms that the account needs access to for ROOMZ.

 

Meeting Title & Private Flag

 

By default, when a user is sending an invitation for reserving a meeting room, Exchange will only store the name of the organizer in the agenda of the meeting room. The meeting's title and the private flag are not stored.

With OVH, you may not have direct access to the console, so you will need to contact OVH directly for the command to be entered by their support

 

If you want to show the meeting title, the following PowerShell command has to be executed for each room. When the meeting is considered as 'private', the title of the meeting will be replaced by 'Reserved' on the ROOMZ Display. 

(Adapt the parameter "myRoom@myorganization.fr" to the email address of the desired meeting room)

Set-CalendarProcessing -Identity "myRoom@myorganization.fr"-AddOrganizerToSubject $false -DeleteSubject $false -RemovePrivateProperty $false

The following command allows applying the parameter to all rooms :

Get-Mailbox| where {$_.RecipientTypeDetails -eq "RoomMailbox"} | Set-CalendarProcessing -AddOrganizerToSubject $false -DeleteSubject $false -RemovePrivateProperty $false

Once executed, this command will only be effective for the new meetings. When new meeting rooms are created, this command has to be executed again.
Make sure to activate “Show meetings titles” in the Room option set menu. From default, the titles are deactivated:

Create the booking system in the ROOMZ Portal

 

  1. Login to the ROOMZ Portal and navigate to Global Settings - Booking system and select add booking system, there you select Exchange:

 

 

  1. Fill in all the information :

 

  1. Choose your version of the Exchange server.

  2. Enter the address of your server.
    The address should be of the type: https://myexchangeserver.com/EWS/Exchange.asmx

  3. Optional field.
    Depending on your server configuration, this field can be left blank.

  4. Enter the username.
    Use the username created in step .

  5. Enter the account password.

  6. For more information: Microsoft Exchange/365 - Show images - ROOMZ Support - Wiki (atlassian.net)

  7. Activate the parameter : If you used option 1 in step , please activate this parameter.

 

 

  1. Click on Add Resource and fill in the Name of the Resource, and the Resource ID (email address of the meeting room).

You can click Test all and check the correct setup of your connector.

Everything’s green ? Great !

Something’s not working ? Just click on the Status Indicator to know more about the error

In case of an error, you can easily Edit your Resource and test the connectivity again

Once all the tests are OK you can move on to the next step !

Next Step

 

4 - Device Registration