Install EMS for Microsoft Exchange

In Update 33, EMS for Microsoft Exchange was updated with the ability to sync booking data between Exchange and EMS (Exchange-to-EMS and EMS-to-Exchange) and to create, modify, and cancel Exchange integrated bookings using additional access points (EMS Desktop Client, EMS Room Sign App, and EMS Kiosk App).

The information herein is for Update 33 or later. If you are not on Update 33 or later of EMS for Microsoft Exchange, refer to EMS for Microsoft Exchange Install and Configuration Guide (Update 32 or prior) for information and instructions regarding your version of EMS for Microsoft Exchange.

When implementing EMS for Microsoft Exchange, you can choose any of the three options:

  • Full Feature EMS for Microsoft Exchange option—configured with both Exchange-to-EMS and EMS-to-Exchange sync options

  • Exchange-to-EMS Sync option

  • EMS-to-Exchange Sync option

The installation instructions for EMS for Microsoft Exchange are organized by EMS for Microsoft Exchange option. To install EMS for Microsoft Exchange, refer to the instructions for the EMS for Microsoft Exchange option you are installing: 

Full Feature EMS for Microsoft Exchange

To install EMS for Microsoft Exchange:

  1. Verify that System Requirements have been met.

  2. Ensure EMS Platform Services has been installed—Update 33 or later is required.

  3. Enable NSQ Messaging Type for EMS Platform Services.

  4. Ensure the Exchange Integration Web Service is installed.

  5. Install the new License file for EMS for Microsoft Exchange.

    If upgrading, you will need to update your existing license with the license for EMS for Microsoft Exchange that has been supplied to you. Contact your EMS account executive for license information.

  6. Configure Exchange-to-EMS sync for EMS for Microsoft Exchange.

  7. Configure your ERI settings in EMS Platform Services Admin Portal as follows: 

    1. Navigate to the EMS Platform Services Admin Portal. 

    2. Select Calendaring > Exchange Sync.

      The Exchange Sync section is only available if you have a valid license.

    3. Complete the following Exchange Sync fields :

      To complete the Exchange Sync fields, register a new application for EMS in the Azure Portal under an admin account. You will need the Application ID, Application Secret, and Directory (Tenant) ID from the Azure Portal. See Configure Exchange-to-EMS Sync for ERI for more information.

      Exchange Sync FieldsDescription
      Application IDEnter the Application (client) ID that you copied when you configured Exchange-to-EMS sync for ERI.
      Application SecretEnter the Application Secret that you copied when you configured Exchange-to-EMS sync for ERI.
      Directory (Tenant) IDEnter the Directory (tenant) ID that you copied when you configured Exchange-to-EMS sync for ERI.
    4. In the Exchange Sync Configuration section, set your defaults for the Exchange Sync parameters:

      To sync with EMS, reservations created in native Exchange applications—such as Outlook Mobile—must have a Reserve Status, Conflict Status, Cancel Status, Default Group, and Reservation Source (see the following table for details). When Exchange syncs with EMS, the values you have selected for the Exchange Sync parameters will be applied to the reservations.

      Exchange Sync Parameter

      Description

      Values

      Reserve Status

      Select a Reserve Status to assign to reservations created in native Exchange applications, such as Outlook Mobile.

      Required.

      All confirmed bookings synced from Exchange-to-EMS will have this reserve status.

      All active reserve statuses that have been configured in EMS Desktop Client.

      Conflict Status

      Select a Conflict Status to assign to reservations created in native Exchange applications.

      Required.

      All bookings in conflict that are synced from Exchange-to-EMS will have this conflict status.

      All active conflict statuses that have been configured in EMS Desktop Client.

      Cancel Status

      Select a Cancel Status to assign to reservations created in native Exchange applications

      Required.

      All canceled bookings synced from Exchange-to-EMS will have this cancel status.

      All active cancel statuses that have been configured in EMS Desktop Client.

      Default Group

      Select a Default Group to assign to reservations created in native Exchange applications.

      When syncing from Exchange-to-EMS, if a user does not exist in EMS, the EMS reservation will be assigned to the default group specified in this parameter.

      Required.

      All active groups that have been configured in EMS Desktop Client.

      Reservation Source

      Select a Reservation Source to apply to reservations created in native Exchange applications.

      When reservations are created in native Exchange apps and then synced with EMS, users can view the source of a reservation in EMS Desktop Client by opening the reservation, clicking the Properties tab, and scrolling to the Source field. Customers can use reports to view the number of reservations created using native Exchange applications, such as Outlook, vs. the number of reservations created using EMS modules, such as EMS Web App.

      Required.

      All active reservation sources that have been configured in EMS Desktop Client. (You can create reservation sources in EMS Desktop Client from Configuration > Other > Reservation Sources.)

      Default Organizer Mailbox

      Used only by EMS Room Sign App and EMS Kiosk App.

      If you are using ERI with EMS Room Sign App and/or EMS Kiosk App, provide a default organizer mailbox. You can also set this value on the PAMConfig.aspx page.

      Text field.

      Enter the email for default organizer.

    5. Click Enable Exchange Sync.

      A success message appears and asks you to restart the app pool to initiate sync.

      Enable Exchange Sync is only available after all the required Exchange Sync fields have been completed.

      Once you successfully enabled Exchange sync, Enable Exchange Sync toggles to Disable Exchange Sync.

    6. To initiate sync, restart the app pool.

  8. If you will be using EMS for Microsoft Exchange to sync from EMS-to-Exchange with EMS Desktop Client or EMS Room Sign App, you must install the Update 33 version or later of EMS Desktop Client or EMS Room Sign App.

Once you have completed the installation process for EMS for Microsoft Exchange, you will need to configure resource mailboxes in Microsoft® Exchange, and then you can configure rooms and resources in EMS Desktop Client:

Exchange-to-EMS Sync

To install the Exchange-to-EMS sync option of EMS for Microsoft Exchange:

  1. Verify that System Requirements have been met.

  2. Ensure EMS Platform Services has been installed—Update 33 or later is required.

  3. Ensure the Exchange Integration Web Service is installed.

  4. Install the new License file for EMS for Microsoft Exchange.

    If upgrading, you will need to update your existing license with the license for EMS for Microsoft Exchange that has been supplied to you. Contact your EMS account executive for license information.

  5. Configure Exchange-to-EMS sync for EMS for Microsoft Exchange.

  6. Configure your EMS for Microsoft Exchange settings in EMS Platform Services Admin Portal as follows: 

    1. Navigate to the EMS Platform Services Admin Portal. 

    2. Select Calendaring > Exchange Sync.

      The Exchange Sync section is only available if you have a valid license.

    3. Complete the following Exchange Sync fields :

      To complete the Exchange Sync fields, you will first need to register a new application for EMS in the Azure Portal under an admin account. You will need the Application ID, Application Secret, and Directory (Tenant) ID from the Azure Portal. See Configure Exchange-to-EMS Sync for EMS for Microsoft Exchange for more information.

      Exchange Sync Fields Description
      Application ID In this field, enter the Application (client) ID that you copied when you configured Exchange-to-EMS sync for EMS for Microsoft Exchange.
      Application Secret In this field, enter the Application Secret that you copied when you configured Exchange-to-EMS sync for EMS for Microsoft Exchange.
      Directory (Tenant) ID In this field, enter Directory (tenant) ID that you copied when you configured Exchange-to-EMS sync for EMS for Microsoft Exchange.
    4. In the Exchange Sync Configuration section, set your defaults for the Exchange Sync parameters:

      To properly sync with EMS, reservations created in native Exchange applications, such as Outlook Mobile, must have a Reserve Status, Conflict Status, Cancel Status, Default Group, and Reservation Source (see the following table for details). When Exchange syncs with EMS, the values you have selected for the Exchange Sync parameters will be applied to the reservations.

      Exchange Sync Parameter

      Description

      Values

      Reserve Status

      Select a Reserve Status to assign to reservations created in native Exchange applications, such Outlook Mobile.

      This is a required field. All confirmed bookings synced from Exchange-to-EMS will have this reserve status.

      All active reserve statuses that have been configured in EMS Desktop Client.

      Conflict Status

      Select a Conflict Status to assign to reservations created in native Exchange applications.

      This is a required field. All bookings in conflict that are synced from Exchange-to-EMS will have this conflict status.

      All active conflict statuses that have been configured in EMS Desktop Client.

      Cancel Status

      Select a Cancel Status to assign to reservations created in native Exchange applications

      This is a required field. All canceled bookings synced from Exchange-to-EMS will have this cancel status.

      All active cancel statuses that have been configured in EMS Desktop Client.

      Default Group

      Select a Default Group to assign to reservations created in native Exchange applications.

      When syncing from Exchange-to-EMS, if a user does not exist in EMS, then the EMS reservation will be assigned to the default group specified in this parameter.

      This is a required field.

      All active groups that have been configured in EMS Desktop Client.

      Reservation Source

      Select a Reservation Source to apply to reservations created in native Exchange applications.

      When reservations are created in native Exchange apps and then synced with EMS, users can view the source of a reservation in EMS Desktop Client by opening the reservation, clicking the Properties tab, and scrolling to the Source field. Customers can use reports to view the number of reservations created using native Exchange applications, such as Outlook, vs. the number of reservations created using EMS modules, such as EMS Web App.

      This is a required field.

      All active reservation sources that have been configured in EMS Desktop Client. (You can create reservation sources in EMS Desktop Client from Configuration > Other > Reservation Sources.)

      Default Organizer Mailbox

      Only used by EMS Room Sign App and EMS Kiosk App.

      If you are using EMS for Microsoft Exchange with EMS Room Sign App and/or EMS Kiosk App, provide a default organizer mailbox. You can also set this value on the PAMConfig.aspx page.

      Text field.

      Enter the email for default organizer.

    5. Click the Enable Exchange Sync button.

      A message appears stating that Exchange Sync has been successfully configured and asks you to restart the app pool to initiate sync.

      The Enable Exchange Sync button is only available after all the required Exchange Sync fields have been completed.

      Once you have successfully enabled Exchange sync, the Enable Exchange Sync button will toggle to the Disable Exchange Sync button.

    6. Restart the app pool to initiate sync.

    EMS Platform Services will automatically perform an initial sync of your Exchange booking data to EMS after you have correctly installed and configured EMS for Microsoft Exchange. You can view the status of the sync from the EMS Platform Services status page (see Verify EMS Platform Installation Status for information on accessing the status page).

    EMS Platform Services will sync all Exchange bookings for the next two years, starting from the current date. It will also sync past bookings for the last month from the day you enable the initial sync.

After you complete the installation process for EMS for Microsoft Exchange, configure resource mailboxes in Microsoft Exchange. We recommend that you configure resource mailboxes to not allow conflicts.

EMS-to-Exchange Sync

To install the EMS-to-Exchange sync option of EMS for Microsoft Exchange:

  1. Verify that System Requirements have been met.

  2. Ensure EMS Platform Services has been installed.

  3. Ensure the Exchange Integration Web Service is installed.

  4. Install the new License file for EMS for Microsoft Exchange.

    If upgrading, you will need to update your existing license with the license for EMS for Microsoft Exchange that has been supplied to you. Contact your EMS account executive for license information.

  5. Configure resource mailboxes in Microsoft Exchange.

  6. Configure rooms and resources in EMS Desktop Client.

    Configure a Room in EMS for EMS for Microsoft Exchange

  7. Perform an initial sync of your EMS data to Exchange by installing and using the Exchange Sync Utility

    The Exchange Sync Utility will upload bookings in EMS-to-Exchange. For bookings to be uploaded, the bookings must contain rooms/resources linked to Exchange mailboxes.

  8. If you will be using EMS for Microsoft Exchange to sync from EMS-to-Exchange with EMS Desktop Client or EMS Room Sign App, you must install the Update 33 version or later of EMS Desktop Client or EMS Room Sign App.