Set up Microsoft Bookings to automatically make bookings in your calendar

Set up Microsoft Bookings to automatically make bookings in your calendar

Do you want people to be able to book an hour with you and fix a meeting? Without you having to do anything?

You can organise automatic rulesfor both physical and virtual meetings via Microsoft Bookings - Via Bookings & Microsoft Teams. HOW? I will explain it in this blog.

Navigate to Microsoft Booking

Navigate to portal.office.com and then press Bookings.

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Enter your organisation details at the first login attempt.

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What do you want to organise?

  • People should be able to make an appointment with you.
  • The appointment must be made via Microsoft Teams .
  • An hour is fine.
  • Only on Mondays between 10:00 and 12:00. The other days from 8:00 to 17:00 and on Saturdays between 10:00 and 11:00.

Start from the booking portal

Browseto: https://outlook.office.com/bookings

As an administrator you have "set up" the booking environment. Users are also able to use bookings without being an administrator - only the administrator's rules apply to integrations or company information.

If your administrator has not yet done anything in Bookings, because he was sleeping, then you can use Bookings without restrictions. However, with the limits from 8:00 to 17:00 meetings. 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

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Press "Add Staff" at the top.

Then add your members via Office 365 and click on save at the top.

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In this example, I have added Debra.

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Open the user whose availability you want to set exceptions for in the calendar.

In this example, I have changed Monday and Saturday. You can personalise this for each day.

I have enabled that IF there is already an agenda item in the agenda you can reserve this time slot.

Press save.

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By default, a lot is already taken care of by Booking itself and you do not necessarily need to personalise anything else.

Publish your web link

Browseto: https://outlook.office.com/bookings/bookingpage

I have chosen red as the colour on the right-hand side.

You can copy the url and publish it when people email you. In your signature for example. Like in this blog.

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Sending an automatic meeting

It is possible to send an automatic meeting. This setting can be found here.

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Performing a test for a physical meeting

Copy the URL from your booking portal into a browser and test the result.

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Select the right contact

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Fill in the form and book an appointment.

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Your appointment confirmation will arrive shortly.

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Configuring and testing a virtual meeting

You can activate services at 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 for distribution.

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Example:

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Your recipient will receive this invitation with a Teams-invite.

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You will receive a confirmation in your agenda + mailbox.

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Adjusting organisation hours

Company information can be adjusted for the entire organisation via: https://outlook.office.com/bookings/businessinformation

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Have fun booking! If you have any questions, send a message in the comment! And help other people with their questions too.

Also read

Add holidays to Outlook Calendar
Share your Outlook calendar Office 365
Microsoft Teams Schedule a meeting in your calendar - The only right way!
Take more control of your teams meetings by turning off chat
Make external people present in a teams meeting

Jasper

Jasper

Welcome to 365tips.be. On this website you can read articles and experiences about Office 365 with focus on Microsoft Teams. Feel free to ask me a question and I will answer it in a blog post. Help others by giving feedback at the bottom of the articles. This blog is made in Dutch. The multilingual website is offered with best-effort machine translation.
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Bart
1 year ago

Dear,
When I indicate in booking that someone cannot choose between different employees to book, we get to see the employee's schedule by default instead of my (administrator) schedule. How can I change this?

Jef
Jef
1 year ago

When someone books into my calendar, I don't get the extra comment (or extra other fields I defined).
Where can I find this information?

Joe
Joe
17 days ago
Reply to  Jasper

You can find it at https://outlook.office.com/bookings/customers > click on the customer's name in the list > "access more contact information" and it will be nicely hidden there...

Peat
Peat
6 months ago

Hi, I have put 2 questions at the bottom of my booking page that need to be completed. Now when I try to book, and answer these 2 questions, I don't see these answers in my appointment confirmation at all. How can I still see this?

Ruth
Ruth
2 months ago

Hola, ¿Cómo se puede acotar el periodo de citas? I have configured the days and hours that I can book a ticket, but I need to know that on 1 May I cannot book a ticket. ¿Dónde se configura?

Muchas gracias!

Annemarie
Annemarie
2 months ago

Hi Jasper, Thanks for your clear explanation! I work with multiple calendars myself. Can you link them in Bookings so people can see your entire calendar, including all rulesfrom different calendars? Or can you only show the calendar that is linked to your Office account?

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