EMS Room Scheduling: EMS for Outlook

EMS for Outlook and Integration to Microsoft Exchange

EMS for Outlook is an optional add-in that 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. 

 

EMS for Outlook is currently only available for Windows Outlook. It is not compatible with Outlook Online or for Mac.

 

The EMS for Outlook – Microsoft 365 is a web add-in that works with Windows, Mac and Web Outlook clients.

 

EMS for Outlook

 

EMS for Outlook is an optional add-on for Microsoft^® Outlook. You can use Outlook to search for available rooms throughout your EMS database and make a reservation without exiting the application with EMS for Microsoft Outlook. Once you begin a meeting in Microsoft^® Outlook, you can access the add-in by clicking the EMS icon. You can search for room availability for a particular time on one day (a simple reservation with one booking) or on multiple days (a series reservation with multiple bookings).

 

To install the EMS for Outlook optional add-on please click HERE and follow the instructions. Once you have installed the add-on return to this page on how to create and manage your reservations or view a training video here: EMS for Outlook

 

In EMS for Outlook, you can search for rooms that are available for a particular time on one day and create a simple reservation with one booking. 

 

1. Open Microsoft Outlook and create a standard meeting that includes an event subject, attendees, and the date and time for the event.
2. Click the EMS Room Manager icon in the top menu bar of Outlook.
3. Select a template from the field (the list contains pre-defined templates set by your System Administrator).

 

The default List View opens. This view shows the rooms available during the date and time of your event. It also shows the room's floor, building, location type, and capacity.

 

4. To add a room, click the green Add symbol.

 

To make a room your Favorite, click the heart in the rightmost column. This Favorite transfers to all EMS access points, such as EMS Web App.

 

5. The Schedule View displays all the rooms in the building during the event time and who has booked them. If you selected a room for your event, a “Booking Edit in Progress” status (green color) displays for the room.
6. To view your meeting's attendees in the Schedule View, click the Show attendees in schedule checkbox in the right-hand corner.
7. Click Add New Attendee to add an attendee to your meeting. You can make a required attendee optional by clicking on the icon next to their name.
8. Optionally, you might be able to request services for the event and/or provide setup notes for the event. The Services tab might be available for requesting one or more services for the event, such as Catering, A/V Equipment, etc. Click on the service you want to add and provide additional information in the services dialog. 

 

From the Services tab, you can select services for specific locations and dates by clicking on the Select a Location and Dates at the top of the tab. 

 

9. Click Add to Cart to add the service to your event.
10. Click on the Additional Information tab. From this tab, you can edit the Subject, Employee, and Event Type. 
11. Choose an Event Type from the field.
12. From the Selected Locations tab, you can view information about the selected room, including the Floor, the Building in which it is located, its Location Type, Capacity, and the Attendee Count for your event. If needed, you can click the red remove icon to remove the room for the scheduled event so that you can select a different room. Additionally, you can edit the reservation by clicking on the edit icon. 
13. 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. The EMS Reservation ID is included in the body of the meeting invitation.

 

EMS for Outlook – Microsoft 365 (Web Add-in)

In EMS for Outlook – M365, you can search for rooms that are available for a particular time on one day and create a simple reservation with one booking. You may also view a training video here: EMS for Outlook – Microsoft 365

 

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

 

2. Click the EMS for Outlook – Microsoft 365 icon in the top menu bar of Outlook.

3. The default List View opens. This view shows the rooms available during the date and time of your event. It also shows the room's floor, building, location type, and capacity.

 

4. To add a room, click the blue Book/Request button associated with them.

 

To make a room your Favorite, click the heart in the top right corner of the room. This Favorite transfers to all EMS access points, such as EMS Web App.

 

 

5. Once the room has been selected proceed with filling out all required information which could include Event Type, Group/Host, 1^st Contact, Phone, 1^st Contact email address. Once all required fields are filled out click on Book/Request to add the room to the invited attendees.
6. To view your meeting's attendees in the Schedule View, click the Show attendees in schedule checkbox in the right-hand corner.
7. Click Add New Attendee to add an attendee to your meeting. You can make a required attendee optional by clicking on the icon next to their name.

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. The EMS Reservation ID is included in the body of the meeting invitation.

 

Native 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.