Office 365 users can prepare Joan for use in four easy steps, by:
- Preparing the Office 365 calendar for use
- Connecting Joan to the Office 365 calendar
- Connecting Joan to the Wi-Fi network
- Confirming your settings and connecting a room
Before pairing Joan with your Office 365 calendar, you will need to make sure that your calendar supports Joan’s functionality in three easy steps:
- Make sure you have the correct admin rights to manage your calendar
- Make sure you have created a room resource for Joan
- Edit the properties of your new room resources
To connect Joan with your Office 365 account, you will need to either be a user with Global Admin rights, or will need to delegate user access to the calendars you want Joan to manage. Find out more on how to manage the access rights for Joan in Office 365 here.
To manage your meeting room with Joan and Office 365 you will first need to make sure that the room is listed in your calendar as a room resource.
To check your room resources in Office 365, log into Admin > Exchange at https://outlook.office365.com/ecp/.
Select ‘recipients’ from the left hand side menu. If the room you want to manage is not listed, add it to your resources by clicking ‘resources’> New, and selecting ‘Room mailbox’.
Enter the details of the new room Joan is to manage and click ‘Save’.
Once your Joan room resource has been created, you will need to edit some of the resource’s properties for Joan to display your meetings correctly.
By default events scheduled in Office 365 show the name of the organizer instead of the actual event title. To fix this, first install the Azure Active Directory Module for Windows PowerShell (the 32-bit version or the 64-bit version). Run the module as Administrator.
Enter the following command:
$UserCredential = Get-Credential
A dialog should appear asking for your credentials. Enter your Office 365 login information.
After, run the following command:
$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://outlook.office365.com/powershell-liveid/ -Credential $UserCredential -Authentication Basic -AllowRedirection
Follow by entering:
Should an error message appear (written in red text as shown in the image below), run the following command:
When prompted for input, type y and press enter. Follow up by running again:
Enter the last command:
Get-Mailbox -RecipientTypeDetails RoomMailbox | Set-CalendarProcessing -AddOrganizerToSubject $false -DeleteSubject $false -DeleteComments $false
This will enable Joan to correctly retrieve a meeting’s title and description for every room resource, displaying the correct name for all events scheduled on the room calendar.Connecting Joan to the Wi-Fi network
Next, the Joan Portal will lead you through the steps necessary to connect your Joan device to the wireless network you want to use for Joan to communicate.
Please note that the quality of your Wi-Fi network will significantly influence the performance of Joan, with poor or unstable connections resulting in diminished functionality and poor battery life. If you’re having issues with your wireless connection, please contact support firstname.lastname@example.org and we’ll help you diagnose the issue.
After preparing the Office 365 calendar for Joan, log into the Joan Portal to pair Joan with your calendar.
Enter your contact details and select the hosting for Joan. If you want Joan to be hosted in the cloud, enter your credit card details before proceeding to the next step.
At the ‘Calendar’ step, select Office 365. Choose between signing in with Global Admin rights or as a delegated user. Find out more about the two different permissions here.
The next step will depend on the type of user permission you chose.
1. Global Admin
If you selected to continue as Global Admin, you will be redirected to the Office 365 login screen. This is the most secure way to give Joan permission to manage your calendars. In this way not a single Office 365 username or password is stored on our servers.
At the login screen you will have to sign into your Office 365 account with Global Admin privileges.
The password you enter will not be stored with Joan, and your username and password is only used to authorize access.
You can now give Joan permission to manage your calendars for you. After connecting your Office 365 account with Joan, you will be redirected back to the Joan Portal.
Connect Joan with your Microsoft Office 365 calendar by entering the credentials of the user delegated access to the Joan room resource.
If you have already connected Office 365 with Joan and want to change your settings, you can always do so by logging into the Joan Portal.
Under ‘Calendar settings’ > ‘Calendar’ you can connect your Joan to a new Office 365 account or change the type of calendar you are using (switch between Global Admin or delegated user access). Please note that changing the calendar type means that you will have to once again scan for room resources.