Microsoft 365 Outlook Add-In

What the Outlook Add-In does

The Microsoft Outlook Add-In brings Robin into Outlook. It works alongside the Outlook calendar, so people can book rooms and desks where they already work.

Add rooms to meetings

The Add-In suggests the best spaces for a meeting. It uses the location, the meeting criteria, and the user's recent and frequent room reservations.

Add a meeting service request

You can submit a meeting service request, such as catering, to be done at the time of your meeting. Service providers get the request by email and coordinate from there. Admins, see set up meeting services.

Book desks for the same day as in-office meetings

The Add-In recommends desks, so users can book a desk from the Add-In. Users can also view, cancel, and end desk reservations in the Add-In.

Install the Add-In

Robin's Outlook Add-In is on Microsoft AppSource. After an administrator installs it, it shows in the Add-In menus of both the Outlook desktop and web apps.

Exchange customers

Exchange 2016 or higher lets admins set up Office Add-Ins like Robin with a manual install. If you have never installed an Add-In for your on-premise environment, you may need to change your configuration to allow store installs. Microsoft's "Install or remove Add-Ins for Outlook for your organization" guide shows how to do this with the manifest file below.

Manage user access to the Add-In

By default, all users on your Outlook account have access to Outlook Add-Ins. If administrators set more specific permissions, Add-Ins may be available only to some groups.

Robin cannot manage these permissions for you. To give only some users access to Robin's Add-In (or any other Add-In), an admin changes user permissions in Outlook.

Before you introduce the Add-In to employees

Check these points first:

• Make sure user consent is enabled on the organizational level.
• If employees log in with SSO, make sure the "Enable pop-ups" setting is ON in their web browser.
• The Robin Add-In requires a minimum of API version 1.1 (Exchange 2013+ On-premise).
• Outlook Add-Ins support recurring events for customers on Outlook API 1.7+.
• Outlook Add-Ins support delegate booking for customers on Outlook API version 1.8 + and above. See Microsoft's Outlook API requirement sets to check if your Outlook version qualifies.
• For the best user experience, set up amenities and capacity for each space.

Room booking tips

Keep these points in mind when people book rooms:

• Robin syncs events from your Outlook calendar to the Robin dashboard, room displays, and mobile app. Robin relies on your calendar rules to find conflicts.
• When users book through the Robin dashboard or mobile app, they book events on behalf of the booking user, unless personal booking settings are set up.
• When users book events in the Outlook calendar, they book through their own account. Events booked through the Add-In behave the same as events booked in Outlook Calendar. To book through the Add-In, users need permission to book events on the resource calendars.
• When users create a meeting in Outlook, they can also add meeting services or visitors in Outlook.