Book a room using Outlook plug-in (legacy version)

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

Requires

  • Office 365

Compatible Apps

  • Outlook 2013 or later
  • Outlook 2016 for Mac
  • Outlook on the Web

With Robin's Outlook Add-In, you can bring space search and extra office context into Office 365 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. 

Search for the room you need

Search and filter for spaces while creating a new event, without leaving your calendar. In addition to finding an available room when you need it, filter results by location (building or level), amenities, and space types. Looking for a space with a whiteboard for your 2:30 meeting? Filter rooms with whiteboards.

applied-filters-outlook.png

Add a space to your meeting

Availability for spaces will allow you to select the space you need exactly when you need it. Results will also show any spaces that match your search filters but are unavailable.

select-space.gif

A better look at your office

A few more things the browser extension 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?"

For more advanced tasks, the plugin gives a direct path to continue in Robin's web (and mobile) apps. Have something else you'd like to see the plugin bring into your calendars? We'd love to hear about it.

 

How It Works

When you book a meeting with the Robin ad-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 ad-in have the same behavior as booking via Outlook Calendar. For users to book via the ad-in, they need to have the correct permissions to book events on the meeting room calendars.

  

Booking recurring events via the Ad-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?