Polycom RealConnect for Office 365

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1 ADMINISTRATOR GUIDE June C Polycom RealConnect for Office 365

2 Copyright 2018, Polycom, Inc. All rights reserved. No part of this document may be reproduced, translated into another language or format, or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Polycom, Inc America Center Drive San Jose, CA USA Trademarks Polycom, the Polycom logo and the names and marks associated with Polycom products are trademarks and/or service marks of Polycom, Inc. and are registered and/or common law marks in the United States and various other countries. All other trademarks are property of their respective owners. No portion hereof may be reproduced or transmitted in any form or by any means, for any purpose other than the recipient's personal use, without the express written permission of Polycom. End User License Agreement By installing, copying, or otherwise using this product, you acknowledge that you have read, understand and agree to be bound by the terms and conditions of the End User License Agreement for this product. The EULA for this product is available on the Polycom Support page for the product. Patent Information The accompanying product may be protected by one or more U.S. and foreign patents and/or pending patent applications held by Polycom, Inc. Open Source Software Used in this Product This product may contain open source software. You may receive the open source software from Polycom up to three (3) years after the distribution date of the applicable product or software at a charge not greater than the cost to Polycom of shipping or distributing the software to you. To receive software information, as well as the open source software code used in this product, contact Polycom by at mailto:opensourcevideo@polycom.com (for video products) or mailto:opensourcevoice@polycom.com (for voice products). Disclaimer While Polycom uses reasonable efforts to include accurate and up-to-date information in this document, Polycom makes no warranties or representations as to its accuracy. Polycom assumes no liability or responsibility for any typographical or other errors or omissions in the content of this document. Limitation of Liability Polycom and/or its respective suppliers make no representations about the suitability of the information contained in this document for any purpose. Information is provided "as is" without warranty of any kind and is subject to change without notice. The entire risk arising out of its use remains with the recipient. In no event shall Polycom and/or its respective suppliers be liable for any direct, consequential, incidental, special, punitive or other damages whatsoever (including without limitation, damages for loss of business profits, business interruption, or loss of business information), even if Polycom has been advised of the possibility of such damages. Customer Feedback We are striving to improve our documentation quality and we appreciate your feedback. your opinions and comments to mailto:documentationfeedback@polycom.com. Polycom Support Visit the Polycom Support Center for End User License Agreements, software downloads, product documents, product licenses, troubleshooting tips, service requests, and more.

3 Contents Introducing Polycom RealConnect for Microsoft Office Preparing to Enroll in Polycom RealConnect for Microsoft Office Ensuring Endpoints Reach the Internet... 3 Test Your Network Calling Capability for Supported Endpoints... 3 Environment Requirements for Polycom RealConnect for Office Required Outbound Ports for Polycom RealConnect for Microsoft Office Verify Your Polycom RealPresence DMA System Configuration...4 Verifying your Cisco Configuration...5 Verify your DNS Zone... 5 Verify your DNS Settings...6 Verify Your Traversal Zone... 6 Enrolling in Polycom RealConnect for Microsoft Office Enroll in RealConnect for Office Assign Users to the RealConnect for Office 365 Service...9 Enabling Client-Side Scheduling Install the Supported Version of Microsoft Outlook Enable Anonymous Users to Join Conferences...10 Test Your Scheduling Deployment...11 Polycom, Inc. 1

4 Introducing Polycom RealConnect for Microsoft Office 365 The RealConnect for Office 365 is a cloud solution developed by Polycom, integrated completely into both the end-user and tenant admin work-flows. This scalable and fully resilient service is operated and supported by Polycom and hosted within Microsoft s global Azure service also integrated directly with Skype for Business Online. The RealConnect for Office 365 solution allows H.323 and SIP room systems (VTCs) that do not support Skype for Business to connect to Skype for Business Online scheduled meetings. This is facilitated by an enhanced set of join details that are automatically populated within the meeting invite when meeting organizers are licensed to use this service. Polycom, Inc. 2

5 Preparing to Enroll in Polycom RealConnect for Microsoft Office 365 Topics: Ensuring Endpoints Reach the Internet Environment Requirements for Polycom RealConnect for Office 365 Required Outbound Ports for Polycom RealConnect for Microsoft Office 365 Verify Your Polycom RealPresence DMA System Configuration Verifying your Cisco Configuration Before you enroll in RealConnect for Office 365, you need to be sure you meet the network requirements. Ensuring Endpoints Reach the Internet Before you enroll and add users to the Polycom RealConnect for Microsoft Office 365 service, you should verify that the endpoints in your environment can make calls to the Internet. Test Your Network Calling Capability for Supported Endpoints You need to ensure your network environment allows generic B2B video calls over the internet. You will need to test your supported endpoints within your network to verify that they can reach the Polycom RealConnect for Microsoft Office Make a call from the endpoint to the following dial string: 7357@test.plcm.vc If your test call fails, please review the preparation topics to verify that you have opened the correct firewall ports and that you have completed any call configuration on internal call servers (Polycom RealPresence DMA or Cisco Unified Call Manager). Environment Requirements for Polycom RealConnect for Office 365 Before preparing your environment or enrolling in the RealConnect for Office 365 service, ensure your environment includes the following components: Microsoft Skype for Business Online Microsoft Office 2016, version or later with an E3 or E5 license with a Click-to-Run version (government or education versions are not supported) Outlook for Mac 16.7 required for Mac users. Microsoft Exchange Online of Exchange Server 2010 or higher for on-premises Polycom, Inc. 3

6 Preparing to Enroll in Polycom RealConnect for Microsoft Office 365 Required Outbound Ports for Polycom RealConnect for Microsoft Office 365 Existing video endpoints deployed within your organization must be able to make business calls via the internet. When using RealConnect for Office 365, video endpoints are making external calls outside of the enterprise and into the hosted Polycom service. You need to configure your outbound firewall settings to match the settings listed here. Outbound Firewall Ports Port Type (TCP or UDP) State (Open or Listening) Usage 443 TCP Open HTTPS. Polycom Cloud Services TCP Open H.323 Q.931 signaling TCP Open H.323 H.245 signaling TCP Open SIP signaling TCP Open Secure SIP signaling TCP Open BFCP protocol for SIP content UDP Open Both H.323 and SIP media UDP Open For H.225 RAS for H.323 signaling. Verify Your Polycom RealPresence DMA System Configuration If you are using a RealPresence DMA system within your video conference environment, you need to ensure that it is configured to allow calls to Polycom RealConnect for Microsoft Office 365. Note: For detailed information about how to use the RealPresence DMA system, see the Polycom RealPresence DMA System Operations Guide. Ensure that you have specified a list of local SIP domains. If no SIP domains are configured as local only, the RealPresence DMA system considers all SIP domains to be local and calls to the RealConnect for Office 365 will fail. Polycom, Inc. 4

7 Preparing to Enroll in Polycom RealConnect for Microsoft Office 365 Ensure the following dial rules are enabled: Dial External networks by H.323 URL, address or SIP URL and Dial Endpoints by IP Address. Review your site topology and verify that the site associated with the RealPresence Access Director system has both the H.323 Routing and SIP Routing signaling addresses pointing to the internal IP Address of the Polycom RealPresence Access Director system. Within your site topology, verify that you have configured a site-link from the RealPresence Access Director system to the Internet/VPN. Verifying your Cisco Configuration If your test call fails and you are usually able to establish a B2B internet-based call, you need to verify your configuration settings on your Cisco TelePresence Video Communication Server (VCS). For more detailed information about configuring the Cisco TelePresence Video Communications Server, please see the Cisco support site: telepresence-video-communication-server-vcs/products-installation-and-configuration-guides-list.html. Verify your DNS Zone Within your Cisco VCS, you should verify that your DNS zone is active and that both SIP and H.323 have an On status. 1. Within your Cisco VCS, navigate to Configuration > Zones > Zones. 2. Verify that the H.323 and SIP statuses are both On. 3. Click the DNS Zone and verify that its state is Active. Polycom, Inc. 5

8 Preparing to Enroll in Polycom RealConnect for Microsoft Office 365 Verify your DNS Settings You need to ensure that you have a DNS server that resolves the SRV record for plcm.vc. 1. Within your Cisco VCS, navigate to System > DNS. 2. Verify that there is a DNS server that resolves the DNS record for plcm.vc. Verify Your Traversal Zone Within your Cisco VCS, verify that H.323 and SIP signalling are on. 1. Navigate to Configuration > Zone > Zones. 2. Verify that the H.323 and SIP statuses are both On. Polycom, Inc. 6

9 Preparing to Enroll in Polycom RealConnect for Microsoft Office Click the Traversal Zone and verify that its state is Active. Polycom, Inc. 7

10 Enrolling in Polycom RealConnect for Microsoft Office 365 Topics: Enroll in RealConnect for Office 365 Assign Users to the RealConnect for Office 365 Service This section includes topics related to enrolling in RealConnect for Office 365. Enroll in RealConnect for Office 365 When you enroll in RealConnect for Office 365, you establish a cloud service provider (CSP) relationship between your Microsoft environment and Polycom RealConnect. Note: If you have already enrolled in a RealConnect service and want to use another RealConnect service, you do not need to enroll again. You only need to enroll once. 1. Go to and follow the instructions on how to add the app to your Office 365 environment. 2. Click the Log In to Microsoft Office 365 and authorize this app link. 3. Login as a user with global administrator rights for the company being licensed. This user must be an online user. 4. Click Accept to grant Polycom RealConnect permission to access your Office 365 environment. After the first time you log in to the app, this step is no longer necessary. 5. Click Authorize to initiate the authorization process which will designate Polycom as a Cloud Solution Provider. This step opens a new browser window for the Microsoft Office Admin app. 6. In the Microsoft Office Admin app, mark the Yes check box to accept the terms of the Cloud Solution Provider relationship and then click Authorize CSP. This step also grants Polycom "Designated Administrative Permission" to your organization. This permission is not needed and you can remove it. 7. In the Microsoft Office Admin app, navigate to Partner Relationships and select Polycom. Then click Remove Delegated Administrative Permission. 8. Return to the RealConnect Admin page and refresh the page. 9. Click Close. 10. Within the Polycom RealConnect app, navigate to the welcome page. Fill out the profile details for the Polycom RealConnect account and click Submit. 11. On the welcome page, enter your License Activation Key and your account details. Polycom, Inc. 8

11 Enrolling in Polycom RealConnect for Microsoft Office 365 Your license activation key was ed to you by Polycom. 12. Mark the check box to accept the terms of service and click Submit. The license is acquired and the Licenses page shows the number of available licenses available. Assign Users to the RealConnect for Office 365 Service Ensure that any users you want to enable with a license for RealConnect for Office 365, have Skype for Business Plan 2 enabled via any combination of applicable licenses (e.g., E3, E5). Attempting to assign a video interop license without the underlying Skype for Business pre-requisite will fail. After you have successfully licensed the RealConnect for Office 365, you need to assign users to the service within the Office 365 admin portal. Note: For detailed information about how to assign users to a service, see the documentation for Microsoft Office Assign users the Skype Meeting Video Interop for Skype for Business service. Polycom, Inc. 9

12 Enabling Client-Side Scheduling Topics: Install the Supported Version of Microsoft Outlook Enable Anonymous Users to Join Conferences Test Your Scheduling Deployment After deploying and licensing the Polycom RealConnect for Microsoft Office 365 solution, you must enable your users to schedule Skype for Business meetings that use the solution. Install the Supported Version of Microsoft Outlook Before installing a supported version of Microsoft Outlook you need to meet the following prerequisites: Internet Connectivity from the PC you want to install on Office 365 license (Skype for Business must be online) Licensed users need to use a supported version of Microsoft Office 2016, specifically the Click-to-Run or C2R edition. The currently supported version of Microsoft Office is or later. To find out which versions are available via their respective release channel refer to the Microsoft documentation. For information about the latest channel builds, see mt aspx. Enable Anonymous Users to Join Conferences By default, Skype for Business meetings allow anonymous users to join; that is, federated users or users outside your organization. You can verify this setting through the Microsoft Powershell. 1. At a command prompt, type PS C:\users\<username>Get-CSMeetingConfiguration 2. Verify that AdmitAnonymousUsersByDefault is set to true. Identity : Global PstnCallersBypassLobby : True EnableAssignedConferenceType : False DesignateAsPresenter : Everyone AssignedConferenceTypeByDefault : True AdmitAnonymousUsersByDefault : True RequireRoomSystemsAuthorization : False LogoURL : LegalURL : HelpURL : CustomFooterText : AllowConferenceRecording : True AllowCloudRecordingService : False Polycom, Inc. 10

13 Enabling Client-Side Scheduling EnableMeetingReport : False UserUriFormatForStUser : Test Your Scheduling Deployment After completing all the necessary steps to enable users to schedule Skype for Business meetings that include VTC join information, you need to verify that the enablement was successful. You do this by scheduling a meeting using the credentials of one of the users you have enabled. 1. Start and sign in to Outlook using the user's profile. 2. Start and sign in to Skype for Business as the same user. 3. Create a new Skype for Business meeting. a. Within Outlook, click New Meeting. b. Within the new meeting dialog, complete the meeting details and then click Skype Meeting. c. Verify that the meeting body includes the VTC meeting join information. d. Click Send. Polycom, Inc. 11