Unlock Effortless Scheduling with Outlook’s ‘Bookings with Me'

Say Goodbye to Email Tennis! Simplify Meetings with Outlook’s Hidden Gem 

Reading time: 5 minutes

We’ve all been there. “We should meet up to discuss this”, “Sure send me some dates and times”. “Sorry I couldn’t make them, can you send me some more...”

Sometimes it can take longer to co-ordinate a time than the time in the meeting itself!

Well, that’s just the point of the Bookings with Me feature in Outlook.

Bookings with Me in Outlook is a tool designed to simplify the process of scheduling meetings and appointments. It allows others to book time with you based on your availability, without the email tennis. 🎾 

It’s been around for a couple of years, but I only stumbled on it when I moved to New Outlook – as it’s not available in Classic. But don’t worry, if you’re still wed to Classic Outlook, you can go into the web version of your Outlook account and set it up there. 

Here are some great reasons to give it a go: 

Time Management 

Instead of manually coordinating schedules with each person, you can set available time slots that people can book directly. This reduces the admin headache and frees up more time for you to focus on productive work. 

Customisation and Control 

You have full control over your availability. You can specify the hours during which you are available for bookings, and even set specific rules for different types of meetings. 

Involve People Outside your Organisation 

Your Booking with Me page can be used by customers or collaborators outside of your own organisation to book time with you. The people who typically can't peek in your calendar. 

Setting up a Bookings with Me page in Outlook is a straightforward process. Follow the steps below. (Note I used Outlook on the web, but the experience is identical in New Outlook for Windows).

Step 1 – Get started 

In your Calendar, click the Settings cog, select Bookings with Me, and then the weblink to the set up page. 

Step 2 – Set up your booking page 

You’ll probably trigger a helpful how-to animation as a first time user, it’s a good insight into using the tool. 

You can customise (limited) your booking page and set your availability. My availability ported over from by Outlook settings. 

Step 3 – Create some meeting types  

You can make different meeting types based on the nature and duration of the appointments you wish to offer. For example, you can have separate options for 15-minute check-ins, 30-minute consultations, or 1-hour project discussions. Each meeting type can have its own custom availability and settings.  

Check out the Advanced options – there are lots! 

Step 4 – Share your booking page

Once your booking page is set up, Outlook will generate a unique URL for it. People can use this link to view your availability and book appointments directly.

I’ve seen quite a few people I work with add it to their email signatures.

What does it look like to book a meeting? 

When someone clicks your booking link, they see a view of the page you created, can select availability and book a slot. 

The outcome will be a calendar event added in both your and their calendars. 

Conclusion 

I think that Bookings with Me in Outlook is a powerful but not well known feature that can significantly improve the way you manage your time and appointments. I can think of lots of opportunities for different meeting types for different purposes. 

I hope you find that insight into this hidden Outlook feature useful. At Your 365 Coach our mission is to help you do more with the tools you already have.  

If you’re looking to transform your workflow then get our free Guide to Understanding and Using Microsoft 365. This comprehensive guide is packed with advanced tips and hidden features across Word, Excel, Teams, and more. I’d suggest you read that next! 😊 

Matthew 

Matthew Burrell is a Consultant at Your 365 Coach