Outlook is a good tool for booking meetings and it has native functionality for adding rooms. The Space Connect outlook add-in can be used to provide additional features such as searching for rooms based on resources, or managing catering.
Step 1: Create a New Appointment
In Outlook, go to the calendar and select ‘New Meeting’. The standard "New meeting" dialog will appear.
Step 2: Open the Add-in
From the ribbon toolbar, click on the Space Connect add in which has the text "Search for Available Spaces".
The Add-in will launch in a side bar on the right. Click on "Get Started" to login (A small window may appear whilst the system authenticates you). The add-in "Home page" will then be displayed.
Step 3: Find Available Rooms
Click on the "Find Available Rooms". The room preferences page will then open allowing you to specify search criteria.
Important: When searching for available rooms, the add-in uses the dates and times from the Outlook event.
These are the building/office locations defined in Space Connect.
These are the levels or floors within the selected building. Also defined in Space Connect.
- Seating Capacity
Rooms listed in Space Connect can have a capacity defined that can be used to search.
This field is not linked to the "Capacity" field held in Exchange.
- Room Type
Rooms in Space Connect can be categorised such as "Training Room" or "Meeting Room".
It is possible to record resources for each room in Space Connect. This information can then be used for searching.
Enter the required search criteria and click on "NEXT".
Step 4: Select Room
The next page will display a list of available rooms that the search criteria and meeting date/time.
Click "MAP VIEW" to display a floorplan with the selected room highlighted and help make an informed choice.
Click on "ADD TO BOOKING". The selected room is then added to the meeting in the Outlook event.
The window will remain open if you wish to change the room. If happy with the room selection, click "CLOSE" or the add-in can be fully closed.
Continue to create the event in Outlook as usual and click "Send" as usual to make the room booking.