Effortless Scheduling: How to Use Bookings in Outlook for Your Nonprofit

Woman holding a calendar page on a clipboard. Photo by Brooke Lark on Unsplash

Yes, Bookings Is in Outlook

In our last blog, we were a savvy Financial Consultant named Adele Vance. We created a Personal Booking Page calendar to allow our clients to meet with us without the need of creating continuous meetings in teams. Bookings reduces the laborious tasks so we can get back to what matters, educating the clients. In this blog we will continue where we left off by navigating to Outlook. We will see our newly created meeting type. Additionally, you will also create a Signature and send your first invitation.

Sign Into Bookings 

1. Navigate to https://outlook.office.com. You can also use Bings App launcher (Grid icon) located in the top left-hand corner. 
2. Open the application on your device, enter your "Username" in the designated field, followed by your "Password." 
3. Once you have entered your information, click the "Sign In" button to access your account.  
4. If you have forgotten your password, use the "Forgot Password" link to reset it. 
5. You may be asked to authenticate by using your Microsoft Authentication App. Follow the appropriate prompts to finish signing in.

Personal Bookings in Outlook 

A picture of Microsoft Outlook online adding Bookings App to Outlook.

1. In the left-hand menu, scroll down and click on “More apps.” 
2. Select the Microsoft Bookings app. Here, you'll see the meeting categories you've set up. If you created your personal bookings page following the previous blog instructions, you'll find a new category for one-hour meetings. Otherwise, you'll see the default 15-minute and 30-minute meeting options. 
3. To pin the app to your menu, right click and select “Pin.” 

Creating Your Signature 

Now that we have pinned the Bookings app to outlook. Let us begin setting up an email signature. 

Picture of email signature being added to Outlook emails.

1. In the right-hand side of the screen next to “Create meeting type” click the share Button, then select “Email signature settings.” 
2. By default, you will see an email signature name “Book time with me.” If you would like to create your own or use the example, click the “New signature” plus sign. Add your contact details then make sure that you click the “Include a link to my booking page in my signature.” 
3. Click the “Save” button.  

Let's continue to the next step and add our new signature in an email. 

Adding Your Signature to Your Email 

Adding your newly created signature to your email is simple and ensures that your personal bookings page is always just a click away for your clients.  

A picture of Microsoft Outlook online in the Insert tab adding a signature to an email.

1. To do this, open a new email in Outlook, then click on the signature dropdown menu in the top ribbon located in the “Insert” tab, then select “Signatures.”  
2. From the list of signatures, choose the one you’ve just created, which includes a link to your booking page. This will automatically insert the signature at the bottom of your email.  

Now, whenever you send an email, your clients will have easy access to schedule a meeting with you through your personal bookings page, making the process of setting up appointments smoother and more convenient for both you and your clients. This is not the only way you can share your Personal bookings page. You can also copy your page or share it in an email. Below is an example of how the email would look like when you share via email.  

A picture of an email about new Personal Bookings page created in Outlook.

Conclusion 

Utilizing personalized signatures in your emails is not just a matter of professional appearance; it is a crucial tool for enhancing communication efficiency. By including a direct link to your personal bookings page, you streamline the process of scheduling meetings, thereby reducing the back-and-forth often associated with finding suitable times. This ensures that you and your clients can focus more on meaningful interactions and less on administrative tasks. A well-crafted email signature serves as an indispensable asset, fostering a sense of reliability and accessibility, and ultimately contributing to a smoother, more productive workflow. Located below are some links to take a deeper look into Bookings. Now you can grab that coffee and book your schedule accordingly.

Hyperlinks 

• Create a new meeting type in Bookings | Microsoft Learn 
• Preview and share your personal booking page | Microsoft Learn