Microsoft Outlook Add-In
Introduction
The Flexopus Outlook add-in can be used as an extension to support the existing booking process in your Microsoft Outlook and provider the preconfigured information from Flexopus in your Outlook client, such as:
- Search for meeting rooms
Find and filter rooms in the Outlook add in based on the preconfigured attributes of Flexopus:associated building,associated floor,name,equipment,room capacity. - Find available rooms
Based on the synchronizedreservationsandavailabilityfrom your Microsoft Exchange Online, we can show directly which rooms are available in the selected to time frame of your planned meeting. You can select meeting rooms directly in the plugin. The plugin ensures that the email address is automatically added to the participants as well. You do not have to remember the email address. Alternatively, you can also enter the email address directly in Outlook. In this case, Flexopus automatically recognizes the linked email address and selects the meeting room in the plug-in. - Detail view of meeting rooms (incl. map view)
Display the preconfigured data associated to the connected meeting rooms like:floor plans (maps),name,building,floor plan,description,capacity,address,equipments,email address - Meeting room pictures (coming soon)
You uploadpicturesof your rooms to display them directly in your Outlook client. - Catering service (coming soon)
You can order catering service directly in your Microsoft Outlook client using the Flexopus add-in.
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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
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.
Search for Flexopus for Outlook. Click on Get it now.
Accept the terms of use and the privacy policy of Flexopus and Microsoft. With the installation, you do not enter into any further obligations on the part of Flexopus. There are no additional costs just because you install the plugin. The plugin does not collect any personal data except for the necessary once to provide the functionality and does not save the content of the appointment.
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.
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. I recommend continuing with STEP 2 later, once the distribution is done.
STEP 2 - Login into the add-in
Once the application installation is done, I 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 the Calendar, create a New event and search in the nav bar for the application called Flexopus for Outlook.
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
After the domain, you need to log in into your Flexopus application with your Flexopus credentials.
Installation via URL
The Microsoft Outlook add-in from Flexopus can be easily installed as an add-in / plug-in from Microsoft using the Outlook Plugin Library:
The screenshots were taken with Outlook for Mac and may differ under Windows.
Open the Office Add-In window in Outlook and navigate to the My Add-Ins tab. At the bottom, you will find the option: Add a custom add-in > Add from URL.
https://mso-plugin.flexopus.com/manifest.xml
Use the following link to install the plugin:
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 version of Microsoft Outlook.
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
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