Connecting Zoom Rooms and/or Third-Party Conference Rooms

This page is intended for customers who will integrate their Microsoft 365 calendaring services with Zoom Rooms or third-party conference rooms.

Zoom Rooms connected to Microsoft 365 calendar events will show upcoming meetings on the room’s TV displays, Scheduling displays, and Zoom Rooms controllers. Users may start or join the displayed meetings with one touch on the Zoom Rooms controller.

For third-party conference room configurations using SIP/H.323 managed devices (e.g. Cisco, Poly, Lifesize, etc.), the Zoom Connector Enhancement program is an architectural update of the Zoom Cloud Room Connector (CRC) management service. The current system has been rebuilt to become more scalable, enable new features, and become consistent with the Zoom web application framework. The Zoom Enhanced API Connector allows you to connect these systems to Zoom services and Microsoft 365 for conference room calendar and meeting management needs, including one-touch join, and synchronized muting.

The Zoom Rooms and third-party conferencing instructions are both contained within this section, as they follow a similar setup process. However, third-party conferencing setups should consult the following support article: Enhanced Zoom Connector for SIP/H.323 devices.

Organizations not using Zoom Rooms or third-party conference rooms can skip ahead to the section Connecting personal calendars with Microsoft 365.

Step 1: Perform Microsoft Exchange Online installations and PowerShell updates

Before connecting Zoom Rooms and Microsoft 365, you must update calendar resource settings for Zoom Rooms mailboxes. The support article Setting up Zoom Rooms with Office 365 contains the detailed steps to run the required PowerShell scripts.

Step 2: Grant Zoom Rooms access to your Microsoft 365 data using Microsoft Graph APIs

Next, you’ll request and approve the necessary Microsoft permissions. Zoom Rooms calendaring integration relies on the Microsoft Graph API (MGAPI). Microsoft has begun phasing out the Exchange Web Services (EWS) methods which were previously available to connect Microsoft 365 data with Zoom services. Zoom considers these EWS methods to be legacy options.

Zoom Recommendation

Zoom recommends the Microsoft Graph API with Application Permissions as the primary method of connection. See the full list of connections, including legacy options, below:

• Microsoft Graph API Application Permissions (Zoom-recommended)

• Microsoft Graph API Full Delegate Access (available)

• EWS Full Delegate Access (legacy)

• EWS App-level Impersonation (deprecated, Zoom unsupported)

(Option 1) Configure calendaring access using the Application Permissions method (recommended)

This integration path uses the Zoom-recommended Microsoft Graph API with Application Permissions (or app-only access) method. This method requires substantially less work compared to the Full Delegate access method (Option 2, described below).

The Microsoft Graph API Application Permissions requires at least one associated domain that matches a custom domain verified in your Microsoft 365 tenant. See the Zoom support article Getting started with associated domains for instructions on setting one up.

The Application Permissions method also requires you to update the calendar resource settings once, via PowerShell. An additional step, outlined in the Setting up Zoom Rooms with Office 365 support article, is required in PowerShell for users who choose the Full Delegate Access method of connection.

Initialize the MGAPI permission request for your conferencing room type

Perform the following instructions based on the type of conference room you are integrating. If you are integrating both Zoom Rooms and third-party conference rooms, this process only needs to be completed once, as both integrations use the same application ID.

Zoom Rooms

If you are integrating calendars for Zoom Rooms:

1. As a Zoom Admin, sign into zoom.us.
2. Click the Room Management drop down and select Calendar Integration.

3. Click Add a Calendar Service and choose Office 365.

4. Confirm the box Authorize with OAuth 2.0 is checked.

5. Click the radio button for Graph API.

The option for “Exchange Web Services (EWS)” should not be used. Zoom considers these EWS methods to be unsupported legacy options.

1. Ensure the radio button for Application Permissions is selected.

2. Click Authorize.

Third-party conference rooms

If you are integrating calendars for Cisco/Polycom third-party rooms:

1. As a Zoom Admin, sign into zoom.us.
2. Click the Room Management drop down and select Cisco/Polycom Rooms.

3. Click the Calendar Integration button at the top of the screen.

4. Click the + Add a Calendar Service button on the right side of the screen and choose Office 365.

5. Confirm the box Authorize with OAuth 2.0 is checked.

6. Click the radio button for Graph API.

The option for “Exchange Web Services (EWS)” should not be used. Zoom considers these EWS methods to be unsupported legacy options.

1. Ensure the radio button for Application Permissions is selected.

2. Click Authorize.

Accept the MGAPI permission request

This will open a link to the Microsoft Azure portal and, if the administrator is still signed in, prompt them to accept the request for Zoom calendar integration using MS Graph API app permissions.

Review the request and click Accept when ready.

(Option 2) Configure calendaring access using Full Delegate Access

This integration path uses Microsoft Graph APIs with Full Delegate access. We’ll start by requesting access to the Graph API used by conference rooms, even if you are not deploying those services immediately.

Zoom Rooms

1. As a Zoom Admin, sign into zoom.us.
2. Click the Room Management drop down and select Calendar Integration.

3. Click Add a Calendar Service and choose Office 365.

4. Confirm the box Authorize with OAuth 2.0 is checked.

5. Click the radio button for Graph API.

6. Ensure the radio button for Full Access Delegate is selected.

7. Click Authorize.

Third-Party Conference Rooms

1. As a Zoom Admin, sign into zoom.us.
2. Click the Room Management drop down and select Cisco/Polycom Rooms.

3. Click the Calendar Integration button at the top of the screen.

4. Click the + Add a Calendar Service button on the right side of the screen and choose Office 365.

5. Confirm the box Authorize with OAuth 2.0 is checked.

6. Click the radio button for Graph API.

7. Ensure the radio button for Full Access Delegate is selected.

8. Click Authorize.

At the Microsoft sign-in portal, log in as the Entra ID global admin. This step creates a Zoom application within Entra that has the appropriate permissions granted through admin consent. The Calendar Integration page shows the calendar service that you added.

Remove the calendar service integration you just added

The previous step was performed to request and grant the required API permissions. You will set up the actual calendar integration for Zoom Rooms using a proper service account next.

1. You should already be on the Calendar Integration screen after completing the previous step.

2. Locate the integration labeled with your Microsoft 365 Administrator account.

3. Click Delete.

4. Click Delete again when prompted to confirm the change.

Step 3: Configure the calendaring service account

Create a service account

Create a new, dedicated account to use as your Zoom Rooms calendaring service account.

Zoom Recommendation

Be sure to include the Zoom Rooms service account in your management scope or the calendaring integration steps will generate an error.

Assign mailbox delegate rights

The Zoom Rooms service account requires Editor access to the calendar of any mailboxes that will be used for Zoom Rooms when using the delegation method. It does not need Full Access or Send As permissions to the mailbox because email invitations from a Zoom Room are sent by the Zoom web service.

The Setting up Zoom Rooms with Office 365 support article includes step-by-step instructions. Alternatively, the following Exchange PowerShell command can be run to identify all room mailboxes and grant the Zoom Rooms service account Editor access to the Calendar. Be sure to replace the bolded text ([e-mail]) with your own service account UPN.

Exchange PowerShell Command

Get-EXOMailBox -ResultSize Unlimited -RecipientTypeDetails RoomMailbox | ForEach {Add-MailboxFolderPermission -Identity "$($_.UserPrincipalName):\Calendar" -User [e-mail] -AccessRights Editor}

Add calendaring integration

Once the above settings are confirmed, complete the following steps to configure Zoom Rooms or third-party conference room calendar integrations for your account.

Zoom Rooms

1. As a Zoom Admin, sign into zoom.us.
2. Navigate to the Calendar Integration page under Room Management.

3. Click Add a Calendar Service and select Office 365.

   
4. Check the box Authorize with OAuth 2.0 if it is not already selected.

5. Check the box for Graph API if applicable.

6. Do not change the EWS URL.

7. Select the appropriate Account Permission Type method you used in the previous step: Full Access Delegate.

8. Do not check the box for I’m the Office 365 admin and I’m consenting on behalf of the company.

9. Click Authorize.

Third-Party Conference Rooms

1. As a Zoom Admin, sign into zoom.us.
2. Navigate to the Cisco/Polycom page under Room Management.

3. Click the Calendar Integration button.

4. Click Add a Calendar Service and select Office 365.

5. Check the box Authorize with OAuth 2.0 if it is not already selected.

6. Check the box for Graph API if applicable.

7. Do not change the EWS URL.

8. Select the appropriate Account Permission Type method you used in the previous step: Full Access Delegate.

9. Do not check the box for I’m the Office 365 admin and I’m consenting on behalf of the company.

10. Click Authorize.

After completion, you should be returned to the calendar integration page with a successfully completed integration.

For organizations looking for additional controls regarding the level of access rights granted through the calendaring service access, see Microsoft’s instructions on applying Role-Based Access Control for applications in Exchange Online.

Synchronize shared Zoom Rooms mailboxes

Shared room mailboxes will not appear in the Zoom Rooms web interface until one of the following steps has been completed. This is true when using Full Delegation.

(Option 1) Enter room mailbox addresses as calendar resources

1. Navigate to the Calendar Integration screen.

2. Click the hyperlink next to the newly added integration in the Calendar Resources column that likely says 0 total, 0 assigned.

3. Click the Add Calendar Resources button.

4. Enter the email address of at least one shared room mailbox.

5. Enter up to 200 different shared room mailbox email addresses on a single line, separated by commas.

6. Click the Add Calendar Resources button.

7. Verify the Synced Status column for the newly added calendar resources indicates Synced.

8. Repeat steps 3–7 for any additional blocks of 200 room mailboxes.

Zoom Recommendation

The Add Calendar Resources screen does include a button that allows you to add more rows and then enter one email address per line. A time-saving tip is to simply paste up to 200 room email addresses, each separated by a comma, on a single line.

(Option 2) Open shared room mailboxes in Outlook on the web

1. Log in to Outlook on the web using the Zoom Rooms Service Account.

2. Navigate to the Calendar page.

3. Click Add calendar.

4. Click Add from directory.

5. Enter the name or UPN of the shared room mailbox and then select the object.

6. Click the Add button.

7. Repeat this for each room mailbox to be used with Zoom Rooms.

8. The calendar resources screen will synchronize and display these shared room mailboxes within 30 minutes. Alternatively, click the Sync Calendars button on the Calendar Integration screen to force a sync.