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Microsoft Integrations

Microsoft Outlook Add-In

Microsoft Outlook Add-In
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Note: To use the Flexopus Microsoft Outlook Add-In, you must configure a connection to Microsoft Exchange Online through the Microsoft Graph API. The Microsoft Graph API is not available in On Premise Exchange, so the add-in only works with Microsoft Exchange Online. The meeting rooms are validated through the Graph API. More information can be found here.

Introduction

The Flexopus Outlook add-in enhances the booking process in Microsoft Outlook, providing preconfigured information from Flexopus within your Outlook client. Key features include:

  • Search for meeting rooms
    Filter rooms in the Outlook add-in based on attributes like building, floor, name, equipment, and room capacity configured in Flexopus.
  • Find available rooms
    See room availability based on synchronized reservations from Microsoft Exchange Online. Available rooms are shown directly in the selected time frame of your planned meeting, and the plugin automatically adds the room’s email address to the participants.
  • Detail view of meeting rooms (including map view)
    View detailed data like floor plans, room name, building, description, capacity, address, equipment, and email address.
  • Meeting room pictures (coming soon)
    Upload pictures of rooms to display in your Outlook client.
  • Catering service (coming soon)
    Order catering services directly in Microsoft Outlook using the Flexopus add-in.
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Note: With the Outlook add-in, Flexopus does not replace the usual booking functions of Outlook, but extends them. The booking and management of meetings continues to run through Microsoft.
Flexopus Outlook AddIn - Screens
Flexopus Outlook add-in - Select Rooms

Instruction manual

In the booking process of meetings, the Flexopus add-in is opened in an iframe on the right side. Authentication in the application runs independent of Microsoft Outlook. You have to log in in the add-in with your Flexopus login.

The add-in is officially listed and Microsoft AppSource:
https://appsource.microsoft.com/en-us/product/office/WA200004691?exp=ubp8

Flexopus for Outlook
Browse Flexopus resources with interactive map and advanced search functionality.
Flexopus for Outlook

STEP 1 - Enable installation for your organization

The Microsoft Outlook add-in can also be installed easily and uncomplicatedly organization-wide. Navigate to the Microsoft 365 admin center to Settings > Integrated Apps. Go to Microsoft Integrations. Click on the button Get Apps.

Integrated Apps

Search for Flexopus for Outlook. Click on get it now.

Search for Flexopus for Outlook

Accept the terms of use and privacy policies of both Flexopus and Microsoft. By installing the plugin, you are not entering into any additional obligations with Flexopus. There are no extra costs associated with the installation. The plugin only collects the necessary personal data required to provide its functionality and does not store the content of your appointments.

Accept terms and privacy

In the new window, you can decide who shall be able to install the Outlook Add In on your organization. We recommend selecting the entire organization.

Select entire organization

Next, Next … Done.

Due to Microsoft, it can take up to 6 hours to distribute the Flexopus for Outlook application in the Outlook clients of your organization. We recommend continuing with STEP 2 later, once the distribution is done.

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Attention: Depending on the company settings, plug-ins can only be installed to a limited extent. Your IT may have to activate the plug-in for your company beforehand. You can do this as follows.

STEP 2 - Login into the add-in

Once the application installation is done, we recommend going to the web version of Microsoft Office 365 to test the add-in; however, you can also try to use your locally installed version of Microsoft Outlook: https://outlook.office.com/calendar/view/week

Open your Calendar, create a New Event, and search in the navigation bar for the application called Flexopus for Outlook.

Access the add-in

Open the add-in and click on login. This will redirect you to a domain selector. Client instances have separate databases and separate login URLs, so you need to link the plugin to your instance by URL, which is the URL of your Flexopus application. Example: https://{your-company}.flexopus.com

Connect the add-in with Flexopus
Enter your Flexopus URL

After the domain, you need to log in into your Flexopus application with your Flexopus credentials.

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Note! There are other ways of adding the add-in to your Outlook. Learn more here.

Installation via URL

The Microsoft Outlook add-in from Flexopus can be easily installed as an add-in or plug-in via the Outlook Plugin Library.

(Note: Screenshots are from Outlook for Mac and may vary slightly on Windows.)

  1. Open the Office Add-In window in Outlook.
  2. Navigate to the My Add-ons tab.
  3. At the bottom, select the option: Add a custom add-in > Add from URL.
Search for Flexopus for Outlook
https://mso-plugin.flexopus.com/manifest.xml

Use the following link to install the plugin:

Enter the manifest URL

The plugin updates itself automatically. The file points to a web application provided by Flexopus.

Outlook Compatibility

You can use the Outlook add-in from Flexopus in the Microsoft Outlook app and online. The following versions have been tested by Flexopus: 

  • Windows: Microsoft Outlook 2016
  • Windows: Microsoft Outlook 2019
  • Windows: Microsoft Outlook 2021
  • Mac: Microsoft Outlook for Mac (16.69.1)
  • Web: Microsoft Outlook Web (https://outlook.live.com/)

The compatibility of other versions is not excluded; however, we did not test all versions of Microsoft Outlook.

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Note for IT:
Although Microsoft has officially discontinued Internet Explorer, Internet Explorer 11 can still be used as the default browser for iFrames from older Office versions (<=2016). For this reason, Flexopus recommends the use of current Microsoft Outlook versions. More information can be found here: https://learn.microsoft.com/en-us/office/dev/add-ins/concepts/browsers-used-by-office-web-add-ins#perpetual-versions-of-office-on-windows Nevertheless, the plugin can still be used with these older Outlook versions.

Troubleshooting / FAQ

Does Flexopus take over the meeting room booking from Microsoft?

Not at all. You can still book your meetings in Microsoft Outlook via Microsoft Exchange Online. Flexopus is only extending the reservation flow with an add-in to find the rooms faster and bring the collected information from Flexopus into Outlook.

Can I use the Flexopus for Outlook add-in with my Microsoft Exchange on premise server?

This is not supported at the moment