Microsoft Bookings calendar events to not affect availability of personal calendar

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Simply go directly to the appointment in Outlook and change the status to available. It will no longer be possible to book this slot through Bookings, but it will be available for other appointment types.

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1. Mark Events as "Free"

When events from your Microsoft Bookings show up in your personal calendar, set them as "Free" instead of "Busy." This lets you see the event, but others won’t think you’re unavailable for bookings.

2. Create a New Calendar for Bookings Events

Create a new calendar in your personal calendar (like Outlook) just for your Bookings events. Then, set it up so that only the Bookings events go into this new calendar. This way, they won’t block your main calendar.

3. Block Time Without Being "Busy"

If you have all-day events, you can block the time but mark it as “Do Not Disturb” instead of "Busy." This stops others from booking with you but still lets you see the event.

This way, you can stay aware of your Bookings events without affecting your availability for new appointments.

You can achieve this by modifying how your Microsoft Bookings events sync with your Outlook calendar. Since you want certain Bookings calendars to not block your availability, you need to ensure that those events are marked as Free instead of Busy when they appear in your personal calendar.

Solution: Adjust Booking Staff Preferences

1. Go to Microsoft Bookings

• Open the Bookings app in Microsoft 365.
• Select the calendar you want to modify.

2. Modify the Staff Settings for Yourself

• Navigate to Staff and select your profile.
• Under Events on Office calendar affect availability, set it to Yes (this ensures your personal events affect Bookings).
• Important: This does not control how Bookings events affect your calendar.

3. Change How Bookings Events Sync to Your Calendar

• Scroll to Events created by Bookings affect your availability and set this to No.
• This ensures that events from this Bookings calendar will still sync to your calendar but will not block availability for other appointments.

4. Verify Event Status in Outlook Calendar

• Open Outlook (Web or Desktop).
• Locate an appointment from the specific Bookings calendar.
• Double-click it and check the Show As field.
• If it's set to "Busy," change it to Free manually.
  • (If you want an automated way, see Power Automate below.)

Automate This Process with Power Automate (Optional)

If you frequently receive bookings that should be Free in your calendar, you can automate this:

• Open Power Automate.
• Create a new flow using the "When a new event is created (V3)" trigger for Outlook.
• Add a condition:
  • If the event comes from Bookings (check subject or category).
• Update the event:
  • Use the Update Event action to set Show As = Free.

This way, every time a new Bookings appointment is added, it will be automatically marked as Free.