Booking rooms via Outlook add-in for O365


  • Office 365

Compatible Apps

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


The Robin add-in helps you find the optimal time and space for the activities in your workday, right from within your Outlook calendar. Activities like meetings, calls, 1 on 1’s, and focused work require different types of spaces, and Robin suggests the best fit for the work you’re trying to do.

Check out the tutorial or follow the steps below:

If this doesn't look familiar it's likely because you're running an older Outlook version or on-premise with Exchange, which is supported by our legacy plug-in (original plug-in). 

Booking a room

To book an event using the Outlook add-in, 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 modal. If you don’t see the Robin add-in in the right panel you can find it in your top tool bar or you should see a Robin icon in the top of your web browser.



Once you have the add-in open and the event details filled out,  use the add-in to find the optimal time for all participants and the best space for your activity.


Using the add-in, pick an activity type from the top menu. 


Robin will suggest times based on your set working hours (as the organizer) and the invitees availability within in the same domain.


If no “best fit” spaces are available at the selected time, Robin will show other options, or suggest times when spaces and invitees are available. To see more time options, select change.

The list populates the “soonest available” times by default. To adjust the timeframe, click the dropdown menu for additional options; soonest available, within a week, in two weeks.


Next up, select the room from the suggested spaces. Robin works hard to help you find the best space for your activity. Space selections are determined based on permissions, availability, and fit.


Still not seeing what you’re looking for? Select the arrow for more rooms or use the Robin dashboard.

Note, secondary space types can be reserved using the Robin dashboard, such as a meditation room. Expanding the filters and searches to include all types of spaces is coming soon.

Once you’ve selected the best time and space for your activity, click Save on the event details modal in Outlook.

Booking recurring events via Add-In

Robin will check for conflicts and the room will reject instances in the series where conflict exists to avoid double booking. If this happens to you, use the extension to add an alternative available space.


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