How to make a room booking with the Microsoft Outlook...

How to make a room booking with the Microsoft Outlook plug-in
The Condeco plugin allows you to continue to Invite Attendees/utilise Scheduling /Recurring bookings all from within Outlook.
How to book a room
1
2
Enter a Subject for the Appointment/Meeting, utilising
Scheduling, Recurrences or Invite Attendees.
Create a new Appointment/Meeting in your
preferred way...
3
Notice the New Condeco toolbar...
The Condeco toolbar is designed to slide out when
in use, clicking at the top of the toolbar allows you
to view / hide the add-in.
Room Booking page 2
Enter your appointment notes / agenda detail here as normal
Check Room
page 5
Cancel Room
page 6
My Bookings
page 7
TIP!
If you resize, minimise or maximise this
appointment the Room Booking screen closes.
Don’t worry! All data is saved, simply click Room
Booking to reopen.
1
How to make a room booking with the Microsoft Outlook plug-in
Click Room Booking to perform a search for an available
room.
4
Choose your preferred Country,
Location & Floor.
Choose searchable attributes.
Enter the Number of Attendees.
5
Click Find to find an available room at
the Appointment date and time...
6
Condeco finds ALL available rooms.
Click Book Now to book your preferred
room.
* You may need to Request a room.
2
How to make a room booking with the Microsoft Outlook plug-in
The Booking Form
1
The booking form requires a Requestor &
Host Name, by default these fields will be
your details.
Click the looking glass icon to search for a
user.
2
Click Save to Save the booking.
3
The Booking has now been made.
4a
To Save the Booking Outlook YOU MUST
FINALLY SAVE & CLOSE the Appointment.
4b
If you have invited attendees click Send
to save & close the appointment.
3
How to make a room booking with the Microsoft Outlook plug-in
Amending a Booking
1
Amend a booking in the normal
Outlook way, (double clicking an
Appointment). Make any changes to
the date and/or time of the booking.
2
Click the Room Booking icon and
then Search Again.
3
Repeat the process for searching for
a room.
4
How to make a room booking with the Microsoft Outlook plug-in
Check Rooms
Click Check Room to see a
booking grid of all rooms at
the time of your
Appointment.
1
Navigate the different
Country/Location/Group/Floors
with the drop down options.
2
Hover the mouse on a booking
to see details about the booking.
TIP!
It is not possible to make a booking from Check
Room. Click Room Booking to complete the
booking.
5
How to make a room booking with the Microsoft Outlook plug-in
Cancel Room
Cancel Room allows you to cancel a Condeco
Room Booking without deleting the Outlook
Appointment.
1
Click Cancel Room and a pop up appears.
2
Click Yes to remove the booking from
Condeco.
3
The Appointment will remain in Outlook
with this description.
TIP!
If you delete the Appointment in Outlook it is
automatically deleted in Condeco.
6
How to make a room booking with the Microsoft Outlook plug-in
My Bookings
Click My Bookings to view any bookings
where you are:
The Booked By person
The Requestor
The Host
TIP!
Recurring bookings have a green icon.
Each Condeco booking has its own booking ID / Reference.
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How to make a room booking with the Microsoft Outlook plug-in
Recurring Bookings
1
To make a recurring booking click the
Recurrence button.
2
Utilise any of the Recurrence patterns.
TIP!
It is not possible to have a “No end date”
recurrence, Condeco requires an End After
occurrence or an End by date.
3
Click OK to complete, and
continue the booking.
4
A Recurring booking is
displayed with this icon.
8
How to make a room booking with the Microsoft Outlook plug-in
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Amending a Recurring Booking
1
Double click a recurring booking, chose to
open this occurrence, or the series.
2b
2a
If Opening this occurrence;
click Open this occurrence.
If Opening the series; make any changes
to the Appointment, utilising the
Recurrence Icon recurrence.
3a
3b
Repeat the steps on page 2 to Search for
a Room.
Repeat the steps in this Quick Guide for
searching for a room (page 4)
4b
The Booking is now out of the Recurring
pattern.
TIP!
You can delete individual bookings, or the
entire recurrence in the normal Outlook way.
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How to make a room booking with the Microsoft Outlook plug-in
Exclusions on Recurring Bookings
When performing a recurring booking, if a room is
not available on one or more of the dates it will
appear as “Exclusion” and the number of times it is
not available.
1
If you wish to book this room, click Book
Now.
2
A pop up displays other available rooms.
Click the drop downs to see alternative
rooms, and seating arrangements.
3
Click Continue to complete the booking
form.
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