Outlook - Create your reservation page for appointment booking (Bookings) Tutorial

Discover how Microsoft Bookings integrated with Outlook simplifies scheduling and managing appointments. Pin bookings to the navigation bar for easy access. Within the application, create personal or shared booking pages, customize meeting types, set availability hours, add email reminders, and share booking links efficiently with clients and team members. Learn how to manage scheduled appointments seamlessly and explore advanced features for team management!

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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on how to use Microsoft Bookings integrated with Outlook for efficient scheduling and management of appointments. It covers the creation of personal and shared booking pages, customization options, and sharing methods to enhance productivity.

Chapitres :

Introduction to Microsoft Bookings
Microsoft Bookings is a powerful tool that simplifies the scheduling and management of appointments by allowing users to share their availability with clients and colleagues. This integration with Outlook enhances the overall efficiency of managing meetings.
Pinning Bookings for Easy Access
To start using Microsoft Bookings, you can pin it to the navigation bar for quick access. Follow these steps: - Click on 'More Apps'. - Right-click on 'Bookings' and select 'Pin'. Once pinned, you can easily enter the application.
Types of Booking Pages
Within Microsoft Bookings, there are two types of booking pages: 1. **Personal Page**: This allows you to manage and share your own availability. 2. **Shared Page**: This enables your entire team to manage appointments collectively.
Creating a Personal Booking Page
To create a personal booking page, follow these steps: - Click 'Create a Meeting Type'. - Provide a title for your page and use categories for easy identification in your Outlook calendar. - Add a description and choose a location or enable Teams meeting based on the appointment type. - Set the meeting duration.
Customizing Your Schedule
You can customize your schedule under the 'Schedule Customization' section: - Set the hours available for bookings, either using your usual Outlook hours or customizing them. - In the advanced options, you can add buffers before and after meetings, set a minimum lead time for bookings, and specify the maximum advanced scheduling time.
Setting Up Email Reminders
To ensure your clients are reminded of their appointments: - Select 'Add an Email Reminder'. - Set the sending time and add a personalized message before saving the changes. Clients will receive reminders for their scheduled appointments.
Automatic Follow-Ups
You can also set up automatic follow-ups to: - Request feedback from clients. - Remind clients to book their next appointment.
Sharing Your Booking Page
Once your page is ready, you can share it in three ways: 1. **Copy the Link**: Share it directly with recipients. 2. **Share via Email**: Draft an accompanying message or use the default message, enter the recipient's email addresses, and click send. 3. **Embed the Link**: Integrate it into your email signature.
Editing Your Booking Page
To edit your booking page: - Click on the page. - Make the necessary modifications and click 'Save'.
Managing Confirmed Bookings
Once a booking is confirmed, you will receive an email notification. The meetings will automatically populate in your Outlook calendar, easily identifiable by the category set during page creation. Users who have scheduled a meeting can manage it via the provided link, allowing them to reschedule, cancel, or make new bookings.
Advanced Features and Team Management
For more advanced features and team management options, refer to the dedicated videos on creating shared booking pages in Microsoft Bookings.

FAQ :

What is Microsoft Bookings?

Microsoft Bookings is a scheduling tool that integrates with Outlook, allowing users to manage appointments and share their availability with clients and colleagues.

How do I create a personal booking page?

To create a personal booking page, click on 'Create a meeting type', give your page a title, add a description, choose a location, set the meeting duration, and customize your schedule.

Can I customize my availability hours in Microsoft Bookings?

Yes, you can use your usual Outlook hours or customize the hours to your preferences under schedule customization.

What are email reminders and how do I set them up?

Email reminders are automated notifications sent to clients about their scheduled appointments. You can set them up by selecting 'Add an email reminder', setting the sending time, and adding a personalized message.

How can clients manage their bookings?

Clients can manage their bookings via the link provided, allowing them to reschedule, cancel, or make new bookings.

What should I do if I want to share my booking page?

You can share your booking page by copying the link, sharing it via email, or embedding it in your email signature.

Quelques cas d'usages :

Freelancer Appointment Scheduling

A freelancer can use Microsoft Bookings to manage client appointments efficiently. By creating a personal booking page, they can share their availability, allowing clients to book meetings at convenient times, thus improving client satisfaction and reducing scheduling conflicts.

Team Collaboration for Meetings

A marketing team can utilize a shared booking page to coordinate meetings with clients. This allows all team members to manage appointments collectively, ensuring that clients can easily find available times that work for everyone, enhancing collaboration and communication.

Automated Client Follow-ups

A consultant can set up automatic follow-ups through Microsoft Bookings to remind clients about their next appointments or request feedback. This not only helps in maintaining client relationships but also streamlines the follow-up process, saving time and effort.

Event Planning

An event planner can create a personal booking page to schedule consultations with potential clients. By customizing their availability and using email reminders, they can ensure that clients are well-informed about their appointments, leading to better event management.

Glossaire :

Microsoft Bookings

A scheduling tool that integrates with Microsoft Outlook, allowing users to manage appointments and share availability with clients and colleagues.

Personal Booking Page

A page that allows an individual to manage and share their own availability for appointments.

Shared Booking Page

A page that enables an entire team to manage appointments collectively.

Meeting Duration

The length of time allocated for a scheduled meeting.

Email Reminders

Automated emails sent to clients to remind them of their scheduled appointments.

Lead Time

The minimum amount of time required before a booking can be made.

Buffer Time

Time set before and after meetings to allow for preparation and transition.

Embedding Links

Incorporating a hyperlink into an email signature or message for easy access to a booking page.

Categories

Labels used to identify and organize bookings in the Outlook calendar.

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appointments by sharing your availability with clients and colleagues

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to start pin bookings to the navigation bar for easy access.

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Click on more apps, right? Click on bookings and select pin

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once bookings is pinned. Enter the application,

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you will find two types of booking pages,

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personal and shared.

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A personal page allows you to manage and share your own availability.

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While a shared page lets your entire team manage appointments

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to create a personal page. Click, create a meeting type,

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give your page a title and use categories

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to easily identify bookings in your outlook calendar.

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Add a description for your page,

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choose a location or enable teams meeting depending on the type of appointment

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and set the meeting duration.

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Public meetings will appear on your personal booking page.

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While private meetings require you to share the link directly

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under schedule customization. You can set the hours available for bookings.

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You can use your usual outlook hours or customize the hours to your preferences

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in the advanced options.

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You can add buffers before and after meetings,

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set a minimum lead time before a booking can be made

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and specify the maximum advanced scheduling time for appointments

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to set up email reminders, select, add an email reminder,

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set the sending time,

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add a personalized message and save the changes.

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Your clients will then receive reminders for scheduled appointments with you.

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You can also set up automatic follow ups to request

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feedback or remind clients to book their next appointment.

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Save the set to complete the creation

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when your page is ready.

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Click on the share icon in the personal booking page section,

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you have three options, copy the link and share it directly with recipients

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share via email by drafting an accompanying message or using the default message.

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Enter the recipient's email addresses and click send,

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embed the link to your page and your email signature.

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The link is automatically embedded but you can edit

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the message or integrate it into your default signature

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to edit the page. Click on it

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once the modifications are made, click save,

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users can now choose a convenient date and time and then input the required details.

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Once the booking is confirmed, you will receive an email notification,

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the meetings will automatically populate in your outlook calendar and can be

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easily identified using the category set when your page was created,

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those who have scheduled a meeting can manage it via this link,

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giving them the ability to reschedule, cancel or make a new booking

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for more advanced features and team management.

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Please refer to the dedicated videos on

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creating shared booking pages in Microsoft bookings.

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