Using Office 365

Note

The Add room workflow on this page applies to SyncSign Cloud Portal v1.8.65 and later.

Delegated authorization is the default method. If your organization cannot use it, SyncSign also provides a Global Admin authorization method, which is marked Not recommended and has different room-discovery behavior.

Supported Account Types

SyncSign supports Microsoft personal accounts and Microsoft 365 business accounts that include an Exchange Online mailbox. Personal accounts can use their own calendars but do not provide Microsoft 365 room resource mailboxes.

No Manual App Registration

The default SyncSign Cloud integration uses delegated authorization. You do not need to register a SyncSign application in Microsoft Entra ID or ask an administrator to grant tenant-wide consent.

Authentication Method

Delegated authorization uses the OAuth 2.0 authorization code flow and a refresh token. SyncSign requests these Microsoft Graph delegated permissions:

• offline_access

• User.Read

• Calendars.Read

• Calendars.Read.Shared

If meeting creation or editing is enabled, SyncSign also requests:

• Calendars.ReadWrite

• Calendars.ReadWrite.Shared

These delegated permissions do not require administrator consent.

Before you begin

Before binding a Microsoft 365 room calendar to a Display:

1. Create a room resource if your organization does not already have one.

2. Use the recommended Outlook workflow: create meetings and select the room through Room Finder or Location.

3. Authorize Microsoft 365 and bind the room by email address in SyncSign.

4. If the Display shows the organizer instead of the meeting subject, modify the room resource settings.

How to create a room resource

This section applies to Microsoft 365 business and enterprise accounts. Personal users can skip it.

1. Sign in to the Microsoft 365 admin center.

2. Go to Resources > Rooms & equipment.

3. Select Add resource and enter the room name, email address, location, capacity, and other required details.

4. Save the room. Repeat these steps for each bookable space.

Assign the account that will authorize SyncSign as a delegate of every required room:

1. In Resources > Rooms & equipment, open the room.

2. Open Delegates, select Edit, and add the Microsoft 365 account that will authorize SyncSign.

3. Save the change. Microsoft 365 permission changes can take up to 24 hours to propagate.

Warning

If the account cannot be selected as a delegate or still cannot access the room after the permission has propagated, use the PowerShell troubleshooting procedure.

Book the room in Outlook (recommended)

For normal meeting-room booking, create an event in the user’s existing Outlook calendar, select the room resource through Room Finder or Location, and send the invitation. After the room automatically accepts the invitation, or a room delegate approves it, the event is stored in the room calendar and can be synchronized to a bound SyncSign Display.

If the room mailbox’s AutomateProcessing setting is not AutoAccept, a room delegate may need to approve the invitation before the meeting is added to the room calendar.

This recommended booking workflow does not require adding the room calendar to the user’s own Outlook calendar list. SyncSign Cloud binds and reads the room directly by its email address through the Meeting rooms workflow described below.

As a supported alternative, the authorized user can open Outlook Calendar, select Add calendar > Add from directory, search for the room resource email address, and add the calendar. If Microsoft Graph returns it under Account calendars in SyncSign, it can be selected there and bound to a Display. This alternative is useful when the user also wants to view or manage the room calendar inside Outlook, but it is not required for booking or SyncSign synchronization. Adding the calendar in Outlook does not grant room access by itself; the delegate and calendar permissions described above are still required.

Verify calendar permissions

The required permission depends on the SyncSign features you use:

• Read-only room display: The delegated account only needs permission to read the room calendar together with the Microsoft Graph Calendars.Read.Shared permission. Editor access is not required. The Add room check reads the room’s calendarView and confirms that SyncSign Cloud has the required read access; the account does not need to create, edit, or delete a test event.

• Meeting write features: Features that create or update meetings, such as QR-code booking, also require the Microsoft Graph write permissions and sufficient write access to the room calendar, normally Editor. To verify this level of access, sign in to Outlook on the web with the delegated account, create a test event on the room calendar, and then edit or delete it.

If the required check fails, verify the room’s delegate configuration in the Microsoft 365 admin center and allow up to 24 hours for the permission change to propagate. See Microsoft’s mailbox permission documentation for additional details.

Authorize Microsoft 365 and bind a room

The Meeting rooms and Add room workflow applies to Microsoft 365 business tenants with room resource mailboxes. Personal Microsoft accounts do not provide room resources. The Meeting rooms group and Add room button may still appear for a personal account, but room validation cannot succeed.

1. In the SyncSign Portal, go to Settings > Integration > Office 365 and select the delegated-user authorization method.

2. Sign in with the Microsoft account that will authorize calendar access and complete the Microsoft consent flow.

3. Go to Home > Display Settings, open the Display to configure, and select Office 365. The calendar list is divided into:

   • Account calendars: calendars belonging to the authorized account.

   • Meeting rooms: room resources that have been added to SyncSign.

4. For the recommended integration workflow, select Add room beside Meeting rooms, enter the room resource email address, such as room@example.com, and submit it. SyncSign immediately validates the room through Microsoft Graph. The room is added only if validation succeeds. Its list entry uses the display name returned by Microsoft Graph; if no display name is available, SyncSign shows the room email address instead.

5. Select the room under Meeting rooms to bind it to the Display, then save the Display settings.

The Outlook directory workflow is also supported. If the authorized user previously added the room calendar through Add calendar > Add from directory and the room appears under Account calendars, select it there to bind it to the Display. In this case, you do not need to add the same room again under Meeting rooms.

To remove a room from SyncSign, select Remove beside the room entry. The confirmation explains that Displays bound to the meeting room will be unbound. After removal completes, the result message shows the actual number of Displays that were unbound. The action does not merely hide the room from the list. If the client reports an error during removal, check the affected Displays and manually bind any Display that still references the removed room to a valid calendar.

Warning

Meeting-room entries are associated with the current authorization mode and account. After changing the authorized account or switching authorization modes, configure the required rooms again for the current authorization. In delegated mode, add rooms by email. In Global Admin mode, the Meeting rooms group and Add room button may still appear, but manual room addition is not supported: even if the operation reports success, the room is not returned in the list. Global Admin room discovery relies on findRooms.

Add room common errors

Add room errors

Message	Meaning and resolution
Sharing the calendar in Outlook is not enough…	The authorized account is not yet a delegate of the room. In the Microsoft 365 admin center, go to Resources > Rooms & equipment, open the room, and add the account under Delegates. Allow up to 24 hours for the change to propagate. Also verify the room email address: Microsoft Graph returns the same HTTP 404 response when the address is misspelled or the mailbox does not exist.
Invalid mailbox format	The entered email address is not in a valid mailbox format. Correct the address and try again.
The current account has no access to this meeting room	Microsoft Graph returned HTTP 403 because the authorized account does not have permission to access the room. Ask a Microsoft 365 administrator to verify the room’s delegate configuration.
Calendar authorization has expired	Re-authorize the Microsoft 365 integration in SyncSign.
Too many requests / Microsoft service temporarily unavailable	Microsoft Graph is rate-limiting requests or is temporarily unavailable. Wait and try again later.
Please connect your Office 365 calendar first	Complete Microsoft 365 authorization in SyncSign before adding a room.

If you encounter any other issue, contact help@sync-sign.com.

FAQ & Troubleshooting

For common setup and usage issues, see:

• Microsoft 365 Compatibility

• Room/Calendar Not Appearing in SyncSign Client

• Display Synchronization Refresh Failure

• Event Title Shows Organizer Name Instead of Event Subject

If these solutions do not resolve the issue, contact help@sync-sign.com.