How to set up Microsoft Bookings so anyone can make an appointment in your calendar?
Are you looking for a way to allow people to book an hour with you and capture meetings without you having to do anything yourself? Microsoft Bookings offers the solution.
Microsoft Bookings lets you automatically organize rules for both physical and virtual meetings. This article tells you how to do this.
Start with Bookings through portal.office.com
Navigate to portal.office.com and then press Bookings.
Enter your organization information on the first login attempt.
What do you want to organize with Microsoft Bookings?
- People should be able to make an appointment with you.
- The appointment must be through Microsoft Teams .
- An hour is fine.
- Only on Mondays between 10:00 and 12:00. And the other days from 8:00 to 17:00 and on Saturdays between 10:00 and 11:00.
Start from the Booking Portal
Browse to: https://outlook.office.com/bookings to activate bookings.
As an administrator, you have the bookings environment "set up". Users are also able to use bookings without being an administrator - only the administrator's rules apply regarding integrations or company information.
If your administrator has not done anything in Bookings because he was sleeping, you can use Bookings without limits. With the limits of 8:00 to 17:00 meetings though. But you can work around that in your own profile. More later...
First of all, you need "agents. Or collaborators. You can add these via this direct URL: https://outlook.office.com/bookings/staff
Press "Add Staff" at the top.
Then add your members via Office 365 and press save at the top.
In this example, I added Debra.
Open the user whose exceptions you want to set in the calendar in terms of availability.
In this example, I modified Monday and Saturday. You can personalize this on a day-by-day basis.
I have enabled that IF there is already a calendar item in the calendar you can reserve this time slot.
By default, a lot is already taken care of by Booking itself and you don't necessarily need to personalize anything else.
Publish your web link in your email signature
I chose red as the color on the right side.
You can copy the url to then publish when people email you. In your signature, for example. Like in this blog.
Sending an automatic meeting
It is possible to send an automatic meeting. This setting can be found here.
This is how to test for a physical meeting
Copy the URL from your booking portal into a browser and test the result.
Select the correct contact person
Fill out the form and book an appointment.
Your appointment confirmation will arrive shortly.
Configuring and testing a virtual meeting
You can activate services through outlook.office.com/bookings/services. I activated Microsoft Teams meetings to quickly set up a Teams meeting.
It is always best to use the direct link to distribute.
Your recipient will receive this invitation with a Teams-invite.
You will receive a confirmation in your calendar + mailbox.
Adjust organization hours
Company information can be customized for the entire organization at: https://outlook.office.com/bookings/businessinformation
Have fun booking! If you have any questions, send a message in the comments! And also help other people with their questions.
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