Book a room using Outlook add-in for Exchange

Looking for installation tips? Check out the guide to installing the add-in for Exchange.

Requires

  • Exchange 2016 or later

Compatible Apps

  • Outlook 2013 or later
  • Outlook 2016 for Mac
  • Outlook on Windows

With Robin's Outlook Add-In, you can bring space search and extra office context into your Outlook calendars without having to leave Outlook. Once installed for your tenant, a sidebar with extra information about the office will appear when creating or viewing events. If the event already has conference rooms invited, Robin will show details about the space automatically. Here are a few tips to get you started with searching and adding spaces to events using the plugin. 

Tips to get started: 

  • Admins, for users to enjoy the full experience, make sure amenities are set for each space.
  • You'll need to have your organization's username handy. Here's how to find your organization's username.
  • If you use Single Sign On, make sure to enable pop-ups in your browser.
  • If you don't yet have an account, reach out to the Robin administrator within your company for guidance on joining your team.
  • The Robin add-in requires a minimum of API version 1.1 (Exchange 2013+ On-premise)
  • Outlook Add-ins can support recurring events for customers running Outlook API 1.7+.
  • Outlook Add-ins support delegate booking for customers running Outlook API version 1.8 + and above. Check Microsofts guide to see if your Outlook version qualifies. 

 

Book an event

Click New+ located in the top left corner of your calendar or click in any open time spot on the calendar that doesn't already have an event scheduled.

This will open the event details page, click the "R" icon and Robin Add-In should display on the right-hand side of the calendar. 

Once you have the extension open and the event details filled out, use the extension to find the optimal time & space for your activity.

Add filters, like specific amenities you need, number of attendees, & space type to narrow down your search results. Space results are based on availability, booking permissions, & filters. 

extension.gif

If this doesn't look familiar, you might be looking for the Office 365 add-in found here.

A better look at your office

A few more things the on-premise add in is good at:

  • "When's the next time this conference room is available?"
  • "Will I have a whiteboard available in this afternoon's meeting?"
  • "Are there any other spaces with video conferencing free right now?" 

How It Works

When you book a meeting with the Robin add-in, you're actually booking in Outlook.

A few things to keep in mind:

  • Robin simply syncs events from your Outlook calendar to the Robin dashboard, room displays, & mobile app, relying on your native calendar rules to recognize conflict.
  • When users book through the Robin dashboard or mobile app they're booking events on behalf of the booking user or service account.
  • When users book events in Outlook calendar they're booking through their own account.
  • Events booked through the add-in have the same behavior as booking via Outlook Calendar. For users to book via the add-in, they need to have the correct permissions to book events on the meeting room calendars.  

Booking recurring events via the Add-In

When you create a recurring event in the Robin dashboard, Robin will check the first 15 instances, and the API will fail to create the series if a conflict is detected. When you're booking recurring events via ad-in, you're booking through Outlook. This means Robin will continue to check the first 15 instances for conflict and then any events after that Outlook creates and it is up to Outlook to recognize a conflict.
Did this article help?