How to book using our O365 add-in

This guide explains how to use the Office 365 add-in.  It goes through all the features the O365 add-in has to offer for booking your next meeting.

• Requirements
• How to get started 
• How to open the add-in
• How to make your meeting teams meeting
• How to add a meeting room to your meeting
• How to locate resources using a filter
• How to book a meeting series
• How to move a meeting
• How to cancel your meeting
• How to add catering services to your meeting
• How to add equipment to your meeting
• FAQ

Requirements

To complete this guide you need:

• Microsoft Outlook for Office 365.
• Planner with Full Exchange Integration.
• Office 365 add-in installed. Guide here 
• Note! Our Microsoft Outlook Office 365 add-ins are not compatible with our VSTO add-ins, remember to uninstall them before installing your Outlook Office 365 add-ins.

How to get started 

• Login to Outlook on the browser
• Go to Calendar

• Select your desired date on your Calendar

• Click on New Event and a popup window of an event form will open

• Add the required details for your meeting

How to open the O365 add-in

• Select a date and timestamp before opening the O365 add-in

• Click on More Options to choose the O365 add-in 

• If you can not find the O365 add-in, follow our guide on installing

How to add a Teams meeting to your meeting

Teams meetings are a great way to accommodate attendees from different locations.

• Under Search for a room or location Office 365 supports online meetings
• Click on the Teams meeting and your attendees get redirected to join a premade meeting setup

• Open the O365 add-in. Guide here

How to add a meeting room to your meeting

Click on + Add room and it shows a list of the available meeting room at your selected location, with the capacity amount of participants

How to locate resources using a filter

 You can search for specific requirements when adding a Room, Catering, or Equipment category.  

• Click the Filter icon and add the relevant criteria

How to book a meeting series

This is a setting that makes it easier to plan a series of meetings, so you do not have to replan them every time. 

• Click on the Recycle Icon and click on Custom

• A pop-up window will show up. Here you have the opportunity to make booked meetings a series of meetings.
• You can customize the start/end date and choose if the meeting is to be repeated in the amount of day(s), week(s), month(s) or even year(s). 

How to move a meeting

• Left-click on the meeting you want to be moved

• A pop-up window with info details of the meeting will appear
• Click on edit and it will allow you to edit the details of the meeting

• Change the details and remember to press save

Now you're all done and have successfully moved your booked meeting

 

How to cancel your meeting

• Right-click on the meeting you want can cancel press delete

• 2. A mail will be sent to the invited attendees that you have canceled the meeting

 

How to add catering services to your meeting

This feature allows you to book catering in advance for your meetings. 

Please note that you will only be allowed to order servings within the duration of your appointment. 

• Click on  + Add catering
  

•  A list of catering items will appear that can be ordered for the specified time
• Choose the catering service by either having it Picked up or Delivered to a specific location and choose a timestamp for the catering serving

• Add the catering items you want  

• You can also search for specific requirements when adding a Room, Catering, or Equipment category.
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• Total price will appear at the bottom of the O365 add-in. Click on Add order to save the order

 

How to add several catering to your meeting

• Click + Add catering and add the relevant catering. Continue for as many servings as you want 

How to specify or change the billing account

• Click on the Billing tab and billing details will appear
• Overall billing inserts one responsible for all the services. There is also an option to assign each service to their billing account

• Remember to press save orders and you will get a confirmation that your event is booked

 

How to add equipment to your meeting

• Click on + Add equipment and available equipment options will appear.
• You can also search for specific requirements when adding a Room, Catering, or Equipment category.

 

FAQ

• "Can I book a meeting room, catering, and equipment for the same meeting?"

Yes - you can even add multiple rooms and add multi catering services to be delivered at the  meeting start and then later for the same meeting

 

• "Can I use the add-in with Microsoft's way of add-in meeting rooms?"

yes - see the O365 add-in as a powerful tool for helping the best fitting meeting room.

 

• "What about rules on catering services - like week schema, the  deadline for booking,g, etc - will they work as well?"

Yes - catering service rules are controlled by the local kitchen chef, and rules for meeting rooms are controlled by the local facility manager.

 

• "Can I add cost allocation info when booking?"

Yes - you can set it for all bookings or individually if required