Booking meetings using our VSTO add-in
This guide explains how to use the VSTO add-in. It goes through all the features the VSTO add-in has to offer for booking your next meeting.
Requirements
To complete this guide you will need:
Microsoft Outlook for Office 365
Note! Our Microsoft Outlook Office 365 add-ins are not compatible with our VSTO add-ins, remember to only have one of them installed
Note! VSTO can only be used in the Outlook desktop application
How to change language setting
When changing the language settings, it only has an impact on the standard data in Planner. If resources are created in Danish, they will still be named in Danish.
Click on Add-ins
Click on Planner and a dropdown menu will appear
Click on Settings... and a pop-up of Planner will appear
Change the language under App settings
When done, remember to scroll down and press Save
How to get started
Login to Outlook on the desktop application
Go to Calendar
Select your desired date on your Calendar
Click on New Meeting and a pop-up window of an event form will open
Add the required details for your meeting
How to add a meeting room to your meeting
Select a date and timestamp before opening the VSTO add-in
Click on
to open the VSTO add-in and it will be redirected to a pop-up
Note! If you can not find the VSTO add-in, follow our guide on installing
tap Facilities (which is located in the top banner next to attendees)** **and a list will be shown with available meeting rooms at your selected location, with the capacity amount of participants
Select a meeting room and click on
and a booking overview will display
Click on
and your booking will display under location in your email
Remember to send the email or the booked meeting room will be canceled
TIP
Get more information about the meeting room by clicking on the (i) icon next to the room name
You can book more than one room for the same meeting
Use the quick booking feature if you only need to book a meeting room. Your reservation is then registered immediately
How to add a Teams meeting to your meeting
Teams meetings are a great way to accommodate attendees from different locations.
Click on
and the mail will automatically attach a premade meeting setup for your attendees to join
How to locate resources using a filter
You can search for specific requirements when adding a Facilities, Catering, or Equipment category.
Click on Filter that is located on the left side of the screen
Add the relevant criteria and click Search
How to book a meeting series
This is a setting that makes it easier to plan a series of meetings, so you do not have to re-plan them every time.
Click on
and a pop-up window will show up. Here you have the opportunity to make booked meetings a series of meetings
You can customize the start/end date and choose whether or not the meeting is to be repeated and also choose a specific day(s), week(s), month(s) _or even year(s). _
How to move a meeting
Click on the meeting you want to be moved
Click on
a pop-up window with info details of the meeting will appear
Change the details and remember to press
. An email will be sent to your attendees about the updated details
How to cancel your meeting
Click on the meeting you want canceled and go up to the tap bar and click on
A pop-up window with a cancellation mail will appear which has been sent to the invited attendees. The mail clarifies that you have canceled the meeting
How to add catering services to your meeting
This feature allows you to book catering in advance for your meetings.
Please note that you will only be allowed to order servings within the duration of your meeting.
Select a date and timestamp before opening the VSTO add-in
Click on
to open the VSTO add-in and it will be redirected to a pop-up
Note! If you cannot find the VSTO add-in, follow our guide on installing
When you click Catering a list of catering items will appear that can be ordered for the specified time
Choose the catering service by either having it Picked up or Delivered to a specific location and choose a timestamp for the catering service
Add the amount of catering items you want
Click Order to place the order in check out.
Click on
and a booking overview will display
Click on
and remember click send or else the catering will be canceled
How to order several catering to your meeting
Click on
open the VSTO add-in and it will be redirected to a pop-up
Under the Catering tab you can choose a different or the same timestamp for delivery/pickup within the same meeting
Add the relevant catering, click Order and continue for as many servings as you want
Click on
and a booking overview will be displayed
Click on
and remember to send the email or else the catering will be canceled
How to remove several catering items to your meeting
Click on
open the VSTO add-in and it will be redirected to a pop-up
Click on
and a booking overview will be displayed
Delete the catering items you don't want in your booking
Click on
and remember to send the email or the catering will be canceled
How to add equipment to your meeting
Click on the Equipment tab and a list of available equipment options will appear
Choose a timestamp
You can also search for specific requirements when adding a Room, Catering, or Equipment category
Add the amount of equipment items you want
Click on
and a booking overview will display
Click on
and remember to send the email or the order will be canceled.
How to specify or change the billing account
Click on
or
to open the VSTO add-in and it will be redirected to a pop-up
Click on
and a booking overview will be displayed
Click on the edit icon Additional comments
Go to Please select a billing account for expenses and insert one account whose responsible for all the services. Press Complete booking and remember to send the email or the order will be canceled
How to add attendees to your meeting
Click on the Attendees tab. You will have the option to search for attendees to add by email or name
Note! They will not be invited through Outlook, but they will be logged as attending the meeting (useful for documentation and visitor registration in the reception)
FAQ
What is the difference between a new appointment and a new meeting in outlook?
The main difference is that appointments affect only your own calendar and in meetings you can invite others. In appointments, you don't have the choice to invite others and self is automatically included.