How to sync Outlook calendars with Ronspot using Microsoft Exchange (Legacy)

Contents

1. About this Integration
2. Assumptions
3. Steps in Ronspot
4. Steps in Microsoft Exchange

About this Integration

This legacy Microsoft Exchange integration syncs meetings by using a CC email rule. While it allows basic meeting syncing, it has limited functionality and may not support newer Microsoft features.

Assumptions

• You have the full email address(es) associated with the meeting room(s) in Exchange Server.
• The shared resource (meeting room) is already set up in Microsoft Exchange.
• Changes in Microsoft Exchange are made by an experienced Exchange admin.
• Understand that delays between Exchange and Ronspot might result in double bookings.
• Only a single domain configuration is supported (multiple domains cannot be used).

Steps in Ronspot

Step 1: Access the meeting room settings in Ronspot

1. Log in to the Ronspot Admin Panel.
2. In the sidebar menu, click on Spaces > Meeting Rooms.

Step 2: Edit the desired meeting room

1. Locate the room you want to configure.
2. Click on the room name or the pencil icon

Step 3: Enter the shared resource email address

1. Find the External bookings via email field
2. Enter the full email address of the shared resource exactly as it appears in Microsoft Exchange.
3. Click Update to save your changes.

Steps in Microsoft Exchange

These steps will set up a rule in Microsoft Exchange to automatically forward meeting requests to Ronspot whenever a meeting room is booked via Outlook.

Step 1: Log in to the Exchange admin center

• Open a web browser and log in to the Exchange admin center for your organization.
• If using Office 365, go to https://admin.exchange.microsoft.com/#/.

Step 2: Access 'Mail flow' settings

1. In the left navigation panel, click on Mail flow.

Step 3: Create a new rule

1. Click on Rules in the left navigation panel.
2. Click Add a rule.
3. Then select Create a new rule from the drop-down menu.

Step 4: Configure the new rule

Set the rule parameters as follows:

• Name: Enter a name for the rule, such as BCC meeting room invites to Ronspot.
• Apply this rule if: Choose The recipient is this person.
• The recipient is: Select one or more target meeting rooms from the list.
• Do the following: Choose Add recipients to the Bcc box.
• Blind carbon copy (Bcc) the message to: Enter bookings@ronspot.ie and press the Tab key to complete the entry.
• Click Save to finalise the rule.

Step 5: Complete the rule setup

1. Click Next to accept the default settings.
2. Click Next again to proceed.
3. Finally, click Finish to complete the setup.