EMS Room Scheduling: EMS for Outlook

EMS for Outlook and Integration to Microsoft Exchange

EMS for Outlook  integrates the EMS room reservation process directly with Microsoft Outlook. Users can view room availability in addition to attendee free/busy information simultaneously and book/manage their meetings directly within Outlook. 

 

Outlook Reservations

In Outlook, you can search natively for EMS rooms that are available for a particular time on one day and create a simple reservation with one or more bookings. You may also view a training video here: Native Outlook

 

1. Open Microsoft Outlook and create a standard meeting that includes an event subject, attendees, and the date and time for the event.

 

2. You will have to add the “room” as an attendee by searching one of two ways. Bear in mind all rooms will start with Building name first.

 

3. 1. Typing the Building - Room Number in the Required field or
   2. By searching by Location and selecting the room.

 

4. When searching by Location it is recommended that you type Building in first and NOT by clicking Location. By typing in the text field it will allow you to see if the room is available. It will also show the maximum capacity of a space.

5. To add a room, click the name of the room you are looking for.

 

6. Once you select the room, it will be added as an attendee and will add to the Location

 

Click Send. The selected room is booked in the EMS database. The event is automatically added to your Outlook calendar. The invited meeting attendees receive a standard invitation for the meeting. The invitees accept or decline the meeting invitation as they normally would in Outlook. You will receive an email notification from M365 if the room accepts or declines the meeting.