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Using Microsoft Bookings

Using Microsoft Bookings

Microsoft Bookings is an online scheduling tool that helps you manage appointments with students, colleagues, and external guests. It integrates directly with your Outlook and Teams, making it easy to automate scheduling, send confirmations and reminders, and host virtual or in-person meetings.

Bookings can be useful for managing office hours, student advising sessions, departmental meetings, and other appointment-based services.

Key Features

  • Integrated Scheduling: Syncs with Outlook calendars to show real-time availability and prevent double-booking.

  • Custom Booking Pages: Create and share web-based booking pages for individuals or teams.

  • Automated Notifications: Send email and text reminders to reduce missed appointments.

  • Virtual Meeting Links: Each appointment can automatically include a Microsoft Teams meeting link.

Personal vs. Shared Bookings

Personal Bookings

Personal Bookings allow an individual to set up their own appointment page and share availability with others.

  • Ideal for one-on-one meetings, office hours, or advising sessions.

  • Create custom appointment types and control your available times.

  • Share your booking link in email signatures, course pages, or internal directories.

Shared Bookings

Shared Bookings enable departments or teams to create a single page where visitors can schedule appointments with multiple staff members.

  • Define services (e.g., Academic Advising, Tech Support, Financial Aid Consultations).

  • Manage staff schedules, availability, and appointment types in one place.

  • Customize booking options to fit departmental workflows.

For further information about Shared Bookings pages, see this article: https://westminster.atlassian.net/wiki/x/AQDJTw

Accessing Microsoft Bookings

Web Access:
Visit book.ms or outlook.office.com/bookings and sign in using your university credentials.

Outlook and Teams Integration:
Bookings can also be accessed directly from Outlook or Microsoft Teams.

  1. Open Outlook or Teams in a browser.

  2. Select the Apps icon on the left navigation bar.

  3. Search for Bookings.

  4. From there you can add the Bookings app, and right-click the Bookings icon to pin the app for quick access.

Your personal Booking Page:

Your personal Bookings page will have some default meeting templates set up, which you can either delete and create your own from scratch, or edit to configure for your specific meeting needs:

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Within the settings for a Personal Bookings meeting type, you can configure a title and description of each meeting type, set a location (including whether to add a Teams link for a virtual meeting), set a meeting duration, determine whether this type of meeting is visible from your Bookings page or will require a link to book, and set the schedule for this particular type of meeting:

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Click “Advanced Options” to specify “buffer” times, which will make you unavailable for scheduling for a set amount of time before or after any booked meetings. You can also set the “lead time” to control how far in advance anyone can schedule a meeting with you. There are also options to add email reminders and followups to go out to someone who books a meeting with you:

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Tips for Effective Use

  • Add your Bookings link to your email signature or Canvas course page.

  • Use Teams integration for virtual advising or office hours.

  • Review and update your availability and appointment types regularly.

  • For shared calendars, designate at least one Bookings administrator to manage staff and services.