Creating Microsoft Teams Rooms Accounts

February 3, 2019 by · 35 Comments 

This article revisits the topic of creating accounts which are used by Microsoft Teams Rooms (MTR), formerly known as the Skype Room System (SRS) v2 platform.  The guidance in this article is applicable to creating online accounts for any natively supported device, from Polycom VVX and Trio phones, to the various Skype Room System offerings from Logitech, Crestron, Polycom, HP, and others.

The directions in this article are performed with an Office 365 tenant utilizing Exchange Online, Skype for Business Online, and Microsoft Teams.  For Server or Hybrid scenarios where the account and/or mailbox is stored on-premises a slightly different process will need to be utilized which is essentially the same as what has been used since the advent of the original Lync Room System platform.

Account Configuration

The majority of the configuration is performed in PowerShell in order to create and modify the account.  While the account configuration for meeting room devices is unique, these are still at the core an Active Directory User Object which has been mailbox-enabled in Exchange as a Room type of resource mailbox.  These are not new concepts and the underlying configuration has followed this arrangement for a long time.

Connect PowerShell

For more details on using Windows PowerShell to connect to and manage the various Office 365 services online refer to this previous article.  The installation steps in that article must be first be to prepare a Windows workstation with the proper software and modules to connect to each online service remotely via PowerShell.  Once that installation has been completed, or if it has previously been taken care of on the workstation then continue on with the following steps.

  • Search for and launch the previously installed Microsoft Exchange Online Powershell Module.

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  • Execute each of the following cmdlets to connect to each service required to complete the account configuration.  Enter the credentials of an account with administrative rights to the Office 365 tenant when prompted by each service.  (Note that all five lines below can be copied and pasted into the PowerShell window at once.)

Connect-EXOPSSession
Connect-MsolService
Import-Module SkypeOnlineConnector
$skype = New-CsOnlineSession
Import-PSSession $skype

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Select Account License

When creating a new account via PowerShell the desired location and licensing information will need to be provided.  If this information is already known then this step can be skipped.

  • Execute the following Get-MsolAccountSku cmdlet to list all available licenses in the current tenant.

Get-MsolAccountSku

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Record the desired AccountSkuId parameter value (e.g. jschertz:ENTERPRISEPREMIUM) for the desired primary license to be assigned to the room system account.  As discussed in past articles the license assigned to this account will need to include at minimum Skype for Business Online Plan 2 and/or Microsoft Teams, but often Business Premium or Enterprise plans are used.  In December 2018 Microsoft introduced a new Meeting Room Office 365 license subscription specifically for devices, so these licenses are ideal for devices like Microsoft Teams Rooms.

In this article the Meeting Room license (e.g. jschertz:MEETING_ROOM) will be used.  Also take note that this tenant includes Calling Plan add-on licenses (jschertz:MCOPSTN2) which will be assigned to the account.  This is an optional step but provides additional functionality to the room systems by allowing PSTN calls to and from the room.  Because the new Meeting Room license

Define Variables

In order to streamline this process by allowing for a simple copy/paste of most cmdlets then the next step is to define a host of variables which will be used throughout the various steps.  Enter the following lines to set the variables to the desired value for each item.

  • Set the desired identity (User Principal Name (UPN), SMTP address, SIP URI, etc.) of the new account as the $newRoom variable.
  • Select an appropriate display name for the account as the $name variable.
  • Define a new, valid password as the $pwd variable.
  • Enter the desired license name which was discovered in the previous section as the $license variable.
  • Enter the valid 2-letter country code for the appropriate location where this account will be used as the $location variable.

$newRoom="mtr@msteams.net"
$name="Microsoft Teams Room"
$pwd="Password!23"
$license="jschertz:MEETING_ROOM"
$location="US"

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Create New Account

This step will create a new account in Azure Active Directory and simultaneously mailbox-enable the account in Exchange Online as a Room resource mailbox.  It also sets the password defined in the previous section and then enables the account for authentication.

  • Run the following New-Mailbox cmdlet to create the new account.

New-Mailbox -MicrosoftOnlineServicesID $newRoom -Name $name -Room -RoomMailboxPassword (ConvertTo-SecureString -String $pwd -AsPlainText -Force) -EnableRoomMailboxAccount $true

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It is recommended to wait about 30 seconds after the mailbox has successfully been created before attempting to run the commands in the next section, otherwise errors may occur.

Configure Account

The following steps will be used to configure the additional requisite and recommended options on the account and mailbox.

  • After waiting 30 seconds run the following Set-MsolUser cmdlet to disable password expiration and set the UsageLocation.

Set-MsolUser -UserPrincipalName $newRoom -PasswordNeverExpires $true -UsageLocation $location

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  • Run the following Set-MsolUserLicense cmdlet to assign the appropriate Office 365 license to the new account.

Set-MsolUserLicense -UserPrincipalName $newRoom -AddLicenses $license

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  • Run the following Set-Mailbox cmdlet to set the Outlook MailTip which appears when sending meeting invitations to the room mailbox.

Set-Mailbox -Identity $newRoom -MailTip "This room is equipped to support Teams and Skype Meetings"

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  • Run the following Set-CalendarProcessing cmdlet to configure how meeting invitations are processed by Exchange for this mailbox. 

Set-CalendarProcessing -Identity $newRoom -AutomateProcessing AutoAccept -AddOrganizerToSubject $false -RemovePrivateProperty $false -DeleteComments $false -DeleteSubject $false -AddAdditionalResponse $true -AdditionalResponse "Your meeting is now scheduled and if it was enabled as a Teams or Skype Meeting will provide a seamless click-to-join experience from the conference room." 

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It is especially important that the -DeleteComments and -DeleteSubject settings are applied correctly, otherwise invitations may appear on the meeting room device but without the "Join" button needed to connect to the meeting.  These two parameters are set to $true by default when creating a room mailbox through normal methods, thus they must be manually set to $false as shown here.

Enable Meeting Room

These steps are required to enable the account for use with Skype for Business and/or Microsoft Teams.  It is recommended to wait at least 5 minutes after initially creating the account before attempting to enable the account as a meeting room in Skype for Business Online, due to replication intervals.  Sometimes it can take even longer (have seen up to 15 minutes) before this step will successfully complete.

  • Run the following Get-CsOnlineUser cmdlet to list the assigned SIP registrar(s) for all Skype-enabled accounts in the tenant.

Get-CsOnlineUser |ft RegistrarPool

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The results above indicate that all accounts in the tenant are in the same pool (e.g. sippoolblu2a05.infra.lync.com). 

  • After waiting several minutes run the following Enable-CsMeetingRoom cmdlet, replacing the RegistrarPool value with the FQDN returned in the previous step to enable the new room account.

Enable-CsMeetingRoom -Identity $newRoom -SipAddressType "EmailAddress" -RegistrarPool "sippoolblu2a05.infra.lync.com"

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If the previous cmdlet returns an error of "Management object not found for identity" then the account enablement has not yet been completed in the cloud.  Wait a few more minutes before attempting to run this cmdlet again.

Configure Enterprise Voice

If the room account will also require PBX and PSTN capabilities then the following steps can be used to enable the account appropriately.  For Microsoft Teams either Direct Routing or Calling Plans can be utilized to provide PSTN services to the account.  The tenant in this example currently has an available Calling Plan license which will be used for this purpose.

  • Run the following Set-CsMeetingRoom cmdlet to enable the account for Enterprise Voice

Set-CsMeetingRoom -Identity $newRoom -EnterpriseVoiceEnabled $true

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  • Assign the appropriate Microsoft Calling Plan license (.e.g MCOPSTN2) to the room account using the following cmdlet.

Set-MsolUserLicense -UserPrincipalName $newRoom –AddLicenses "jschertz:MCOPSTN2"

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At this point the account configuration is complete and can be used with a meeting room device.

Device Configuration

For the purposes of this article the Polycom + HP SRS Microsoft Teams Room solution will be used to test the account configuration, but these instructions are identical for any of they qualified solutions available today from various Microsoft partners.

The account information can be added to a Microsoft Teams Room device either during the initial setup process by simply booting up the device and following the setup screens, or by selecting the Settings icon in the lower-right corner of the control interface’s default screen.

  • If performing first-time setup then accept the Microsoft Software License Terms and select Next.

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After accepting the license, or if performing the configuration on a previously configured system, then the User Account screen will appear.

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  • In the Skype sign-in address field enter the identity selected for the room account which was created (e.g. mtr@msteams.net) and then complete the Password fields.

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The Exchange address field will have automatically populated with the same value entered above and should not be changed given the account configured for this unit has the same value for its account name, SIP URI, and SMTP address.

The Domain\username (optional) field should be left blank.  This field is only needed in the event that the account’s SIP URI does not match the account’s UPN and/or legacy account name.  In those situations this field should be used to provide UPN (username@domain.com) or the legacy account name (DOMAIN\username).

  • In the Supported meeting mode menu select the Skype for Business and Microsoft Teams (default) option.

The Supported meeting mode setting is a newer setting which was added last year once support for Microsoft Teams was introduced to the product.  This setting essentially controls which meeting platform(s) can be used as well as which will be used as the default.  The available options are:

  1. Skype for Business only
  2. Skype for Business and Microsoft Teams (default)
  3. Skype for Business (default) and Microsoft Teams

This platform currently defaults to the Skype for Business only option which means that calls and meetings with Microsoft Teams users will not work and the interface will not provide a "Join" button for any Microsoft Teams meetings seen on the device’s calendar.  To enable support for Microsoft Teams meetings then either of the other two settings must be selected.  The difference in the other two options is that while they both support joining Skype and Teams meeting invitations the "(default)" portion in the name indicates which platform will be used when the New Meeting and Dial Pad options on the home interface.

The Bluetooth Beaconing setting is also enabled by default, although at the time of posting this article that capability has not yet been made generally available to Microsoft Teams users.  While the beaconing setting and functionality has been appearing in the Microsoft Teams Room software for several release at the point the pairing functionally is not yet available in the desktop or mobile Microsoft Teams clients.  This capability is due to be available soon though so it can be left in the default On state.

  • Once the User Account configuration is correct then select Next and advance through the remaining screens by modifying any desired Features or Theming options, or select Save and Exit if simply reconfiguring the account on an existing system.

The system will return to its ready state and the interface should appear similar to the following image.  Note that until the new account is invited to a meeting the interface will not show any calendaring information along the left-hand side.

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This new account was immediately invited to both a scheduled Skype Meeting as a Teams Meeting as indicated by the small Skype and Teams icons on associated calendar entry.

Also, because the account in this example was enabled with a base license which includes a Phone System add-on license as well as the proper Enterprise Voice configuration then the Dial Pad option is shown.  The New Meeting option will trigger the creation of a new Microsoft Teams meeting when inviting another participant based on the previous selection of Skype for Business and Microsoft Teams (default) as the Supported Meeting mode setting.

About Jeff Schertz
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Comments

35 Responses to “Creating Microsoft Teams Rooms Accounts”
  1. Matt Sims says:

    Great info., @Jeff! Thanks much!

    Matt

  2. Thanks Jeff, are the “Account Configuration” steps applicable to Polycom Trio + Visual+/VisualPro with Hybrid registration (Line 1 O365 and Line 2 RealConnect for Teams service)?

  3. Milos says:

    Hi Jeff,

    As always… another great article.

    I have a question related to the new Meeting Room license. Searching for it shows that there is no Exchange Online license included in the package, but I was lead to believe that not having EXO license on o365 for a Room Mailbox while the AzureAD account is ENABLED (password never expires, account enabled, needed for login purposes) will lead to the mailbox being deleted after 30 days of it being unlicensed.

    Basically:
    Regular Room Mailbox = disabled AzureAD account = no EXO license needed
    Skype/Teams Room Mailbox = enabled AzureAD account = EXO license needed

    Do you have any information on this?

    Thanks!

    • Jeff Schertz says:

      You simply create the account as instructed and then assign the Meeting Room license to it. The Meeting Room license does not include an Exchange license, but the account configuration uses a free Exchange Resource Mailbox account. Nothing would be deleted and no additional Exchange license is required.

  4. How do you make a meeting private so others logging into the meeting room can’t see documents or video from every single meeting?

    • Jeff Schertz says:

      Make sure that the ‘RemovePrivateProperty’ parameter is set to “$false” on the mailbox used by the MTR and then if the scheduled meeting is marked as ‘Private’ in Outlook the meeting information will not be displayed. In terms of preventing a room from joining a meeting that is not possible, but any other participant in a Teams meeting can remove a participant or room which should not be in the meeting.

  5. Muthu says:

    I’ve SRSv2 in my office. Steps are followed as per above & created an accoount. But when i register device i’m getting an error message.”Signing in – we can’t sign you in because the server couldnot be reached or the server version is incompatiable with the device”. what could be the reason ?

    Exchange Location: Cloud
    Exchange account version :   Office 365 Enterprise E1

    Skype for Business Location : Office 365
    Skype for Business Account Version : Skype for Business Plan 2 / SFB 2016

  6. Hey Jeff, do you know if this will work with Direct Routing instead of using Domestic Calling?

  7. Joseph St. Louis says:

    What about enabling this on an existing Room Mailbox? We have a meeting room license and I’d like to apply it to the existing room resource object. Our calendar is already very populated and this would be the easiest option.

    • Jeff Schertz says:

      In that case use the Set-Mailbox cmdlet with the appropriate parameters to enable the room account and define a password, then use the Set-CalendarProcessing cmdlet to make sure that the parameters are configured correctly. The the Enable/Set-CsMeetingRoom cmdlets can be run on that account.

  8. Phillip Moreland says:

    I got to the device configuration section of this blog and this is where things become obscure. How about a better explanation on how to install the app, where to download it, etc?

  9. Mark Houston says:

    Hello,

    Thank you for this guide, we enabled a room for Skype for Business using your earlier guide. we are now trying to convert that room to use the meeting room licence but it will not sign in to our new Teams/Skype device. The calendar loads but the signing in prompt just keeps spinning.
    We created a new room to test the device and that works on the device but this of course doesn’t have the calendar appointments.

    Any help would be appreciated, as I am thinking to create a new room.

    Earlier guide http://blog.schertz.name/2017/01/skype-for-business-online-meeting-room-accounts/

    • Jeff Schertz says:

      I typically shy away from converting accounts from users to meeting rooms as I’ve seen weird issues in the past. I find it cleaner to just create a new room account for it, if possible.

  10. David Bauer says:

    Jeff, great article. I am using the Yealink VCF800 solution and just had to create the resource mailboxes in O365 and assign a Business Essentials license to get this up and running in two conference rooms, one in Canada and the other in Ohio for a small client.
    My question is that when I hit New Meeting, the screen comes up allowing me to invite but no onscreen keyboard comes up, so I’ve no way to do impromptu meetings between the two conference rooms without going into Outlook to schedule a meeting with both rooms. Is there a way to enable the onscreen keyboard to appear when using a touch screen tablet like the VCF800 uses in the Teams console app?
    I realize I could connect a physical keyboard to a USB port but I’m trying to keep things as clean as possible.

  11. Lamar O Dixon says:

    Hi Jeff,

    I’ve seen a few displays that have the phone number on the display screen. After the PSTN number is assigned shouldn’t it automatically appear?

  12. MARTY VAN DEN BOSCH says:

    We are struggling badly with the microphone volumes, and auto gain.
    I cannot find any way to override the chosen volume or to disable auto adjustment of microphone gains.

    It is very problematic in our Teams Room deployments.

    We are moving from Real Presence/Group 500/IP 7000 type setups, to Lenovo Smart Hub 500 and mostly Rally+ for Mic/Speaker, but no matter what Mic we use, the volume starts off too loud, then gets louder and louder in moments without conversation, picking up air vents, and people talking down the hall and out of our closed door meetings.

    We can deal with the other quirks (like no onscreen keyboard after reboots), but the microphone issue is going to kill this roll out.

    Jeff, you have to be one of the smartest folks I know in the OCS arena, do you know of any way for us to be able to force set microphone gain in the Teams Room app, and prohibit it from auto adjusting?
    I am open to registry mods, or whatever it takes.

    • Jeff Schertz says:

      I’m not aware of any options in the MTR software to control the audio levels like that. You should contact Logitech if it’s the Rally microphone and speakers being used as it sounds like a device-level issue.

  13. Manfred says:

    Hi Jeff,
    when you are writing about Device Configuration you’re really just configuring the MTR app.
    Do you know how to get the device into Intune with the right licence? I thought about signing into the admin account and adding it via Settings App > Accounts > Access work or school > Connect > Join this device to Azure Active Directory
    Do I then sign in with the $newRoom account, since this is the UPN you assigned the Meeting Room licence to (which should include an Intune licence)?

  14. Andy says:

    Hi Jeff,

    I’ve just configured a new HP Elite Slice SRS with the Polycom Trio. I have an audio conferencing number from the Teams Meeting Room Licence but I can’t see dial in details for the phone, nor can I dial out. I see you assign a calling plan using PowerShell but what does the Phone System component of the Teams Meeting Room licence do? Is a calling plan still necessary?

    • Jeff Schertz says:

      The Meeting Room license includes “Phone System” as that is a prerequisite for PSTN connectivity when using either a Microsoft Calling Plan or Direct Routing. It also includes “Audio Conferencing” as that is needed when attempting to add a PSTN participant to an active meeting directly from the MTR console; it has nothing to do with providing a PSTN number to the MTR in order to support direct PSTN calling. That must come from either purchasing an additional Calling Plan, or using Direct Routing.

  15. Ryan Steele says:

    Thanks Jeff, this article is a very helpful resource.

    One suggestion I would make: For the AdditionalResponse parameter to the Set-CalendarProcessing cmdlet, don’t say “Your meeting is now scheduled” as this text appears in the meeting response even if the meeting is declined, e.g. the user doesn’t have permission to book this meeting room, or the meeting duration exceeds the maximum.

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