Effortless Scheduling: How to Use Bookings in Outlook for Your Nonprofit
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 Navigate to https://outlook.office.com. You can also use Bings App launcher (Grid icon) located in the top left-hand corner. Open the application on your device, enter your "Username" in the designated field, followed by your "Password." Once you have entered your information, click the "Sign In" button to access your account. If you have forgotten your password, use the "Forgot Password" link to reset it. You may be asked to authenticate by using your Microsoft Authentication App. Follow the appropriate prompts to finish signing in. Personal Bookings in Outlook In the left-hand menu, scroll down and click on “More apps.” 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. 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. In the right-hand side of the screen next to “Create meeting type” click the share Button, then select “Email signature settings.” 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.” 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. 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.” 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. 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 LearnHow to Create Custom Booking Windows with Microsoft Bookings
What You’ll Need To use Microsoft Bookings, you need to have one of the following licenses: Microsoft 365 Business Standard, Microsoft 365 Business Premium, or Microsoft 365 Education (A3/A5). Your specified availability (e.g., June 10–12 from 10:00 AM to 2:00 PM) Step 1: Go to Bookings with Me Navigate to Bookings or open Outlook in your browser and select the calendar icon. In the left-hand side panel, click “Go to my booking page”. Step 2: Choose or create your calendar Select the calendar of your choice to create your event in or create a new calendar. To learn how to create a new Bookings calendar, view this blog here. Step 3: Edit your services for specified availability Once your calendar has been selected or created, lets edit the availability of your service. The default settings will be your normal business hours set to the calendar. However, for this specific service, (e.g. Student interviews) you only want the calendar to be open for a specified period of time. To prevent bookings outside of that time, set the availability window for the service of your choice. Select “Services” Select "Edit service" Select "Availability options" Under general availability, select "Not bookable". This will prevent people from booking outside of the days you are getting ready to set. Select "Set different availability for a date range" Choose the exact start and end dates (e.g., June 10–12) Change the availability to "Custom hours (recurring weekly)". Please note that this will not recur weekly outside of the specified dates you have set. Define the daily time blocks (e.g., 10:00 AM – 2:00 PM). Select the trashcan next to each row if this date is not intended to be booked on. Select "Save changes" Use the booking link in service details to double check your calendar. You should see that the specified dates are bookable with your specified time block and any other dates outside of that are not bookable. Tip: You can customize time slots per day if needed—useful for events that span multiple days but have different hours. Use Cases for Time-Limited Booking Pages This approach is great for more than just interviews. Some common scenarios include: Short-term volunteer onboarding Consultation hours for an upcoming campaign Mentor check-ins during a specific week Office hours during conference season Final Thoughts By using Microsoft Bookings and defining a custom availability window, you stay in control of your time—offering flexibility to others without opening up your calendar indefinitely. Whether you're managing an event or just protecting your focus, this is a smart, simple solution built right into Microsoft 365.Understanding Conditional Access Policies in Microsoft Entra
For many nonprofits, data security can feel like walking a tightrope. Imagine an organization that provides housing assistance and collects personal information from clients—Social Security numbers, income details, and health records. A volunteer accidentally logs into the organization’s portal from an unsecured public Wi-Fi network. Without proper safeguards, this scenario could easily lead to a data breach. This is where Conditional Access in Microsoft Entra comes into play. It empowers organizations to enforce dynamic, context-aware access policies that help protect both users and the sensitive data they handle. Conditional Access (CA) policies are a core part of a Zero Trust security strategy, helping nonprofits and enterprises alike balance accessibility and security by evaluating real-time risk factors. What Is Conditional Access? Conditional Access is a policy-driven control mechanism in Microsoft Entra that determines how users access your cloud applications. These decisions are based on identity signals, environmental context, and real-time risk insights. Instead of offering unrestricted access after sign-in, CA evaluates conditions like device health, geographic location, and user behavior to decide whether access should be granted, limited, or blocked. For nonprofits, this means staff and volunteers can work flexibly while the organization maintains strong protections around sensitive systems such as donor databases, case management software, or finance portals. The Conditional Access Model: Signal, Decision, Enforcement Microsoft's Conditional Access operates through a clear three-stage model: Signal Collection: Each time a user attempts to access a resource, Conditional Access collects data points such as: The identity and role of the user (e.g., volunteer, admin) The location of the sign-in (trusted IP, known country) The type and health of the device used (managed, compliant, jailbroken) The application or service being accessed Risk assessment (from Microsoft Entra Identity Protection) Policy Decision: Using the collected signals, Microsoft Entra evaluates policies configured by your IT admin. Policies define the conditions under which access is allowed or restricted. If the user's sign-in context meets the policy criteria, the system determines whether additional requirements (like MFA) must be satisfied. Enforcement: Once a decision is made, enforcement is immediate. The system grants access challenges the user for more verification or blocks the attempt entirely. Enforcement can also limit session behavior using session controls (e.g., read-only access in SharePoint Online). Key Components of a Conditional Access Policy A Conditional Access policy includes two main segments: Assignments (who and what the policy applies to) and Access Controls (what should happen if the policy is triggered). Assignments 1. Users and Groups: Policies can target: Specific users (e.g., executive director) Security groups (e.g., all finance team members) Directory roles (e.g., Global Administrators) All users, with necessary exclusions for emergency access accounts 2. Cloud Apps or Actions: Define whether the policy applies to Exchange Online, SharePoint, Teams, or other applications Protect sensitive user actions such as registering security details or using privileged accounts 3. Conditions: Each policy can be fine-tuned using a wide array of conditions: Sign-in Risk: Flags sign-ins that appear risky based on impossible travel, leaked credentials, or unusual behavior. Policies can respond differently based on low, medium, or high-risk scores. Device Platforms: Enables targeting of specific OS platforms (iOS, Android, Windows, macOS) to enforce device-based controls like requiring compliant or hybrid-joined devices. Locations: Policies can include or exclude IP ranges and countries. Named locations (like your office IP range) can be marked as trusted to reduce friction. Client Apps: Differentiates between browser-based apps, desktop clients, and legacy protocols (e.g., POP, IMAP). Legacy protocols often bypass MFA and are common attack vectors, making them ideal for restricted access policies. Device State: Detects whether the device is marked as compliant by Intune or is domain-joined. Enforces that sensitive data only flows to trusted, healthy devices. These conditions are additive and must all be met for a policy to apply. Administrators can also use conditional filters and multiple policy layers to build complex enforcement scenarios. Access Controls Once conditions are met, Conditional Access determines the appropriate control. These fall into two categories: Grant Access or Block Access. Grant Access Controls: Access is granted only if certain criteria are met. Controls include: Require multi-factor authentication (MFA) for stronger verification Require device to be marked compliant by Microsoft Intune Require hybrid Azure AD join (for domain-joined, managed devices) Require approved client apps or app protection policies for mobile access Require terms of use acceptance to ensure informed compliance Require password change if user risk is high You can require all selected controls or at least one control to be satisfied before access is granted. Block Access: This control denies access entirely when risk signals cross a threshold or critical policy conditions are not met. Example use cases: Block access from countries your nonprofit doesn’t operate in Block sign-ins using legacy authentication Block users accessing high-risk apps from unmanaged devices Blocking overrides any grant conditions and is enforced in real-time. Best Practices for Conditional Access Implementation Use Report-only Mode First: Before enabling enforcement, simulate policy impact in audit mode to verify behavior. Always Exclude Break-glass Accounts: Keep at least two cloud-only Global Administrator accounts exempt from all Conditional Access policies, with complex, monitored credentials. However, you can create a policy specific to for your emergency accounts that have stronger conditional policies like user risk, sign-in risk, MFA FIDO2, etc. Some features may only be accessible through Microsoft Entra ID Plan 2. See here for more information: Risk policies - Microsoft Entra ID Protection | Microsoft Learn. Use Named Locations Strategically: Define known safe IP ranges (e.g., office, partner orgs) to simplify policy logic. Design for Least Privilege: Apply the minimal access necessary for users and apps to operate securely. Deploy MFA Broadly but Thoughtfully: Balance security with usability by requiring MFA on sensitive resources and risky sign-ins. Reassess Policies Quarterly: Align policies with changes in staff roles, service usage, and threat landscape. Use Templates and Baselines: Microsoft provides templates for common scenarios such as protecting privileged roles or blocking legacy authentication. Enable Real-time Monitoring: Utilize sign-in logs, diagnostic settings, and Entra Workbooks to track trends and investigate blocked access attempts. Conclusion Microsoft Entra Conditional Access gives nonprofits a powerful and flexible way to secure access to their cloud environments. By evaluating each login attempt against a set of contextual signals and adaptive policies, Conditional Access enforces security in real-time without unnecessary disruption. It supports the organization's mission by protecting sensitive data, ensuring compliance, and enabling secure remote work. Whether you’re managing grants, safeguarding health records, or coordinating volunteers, Conditional Access ensures that only the right individuals, under the right circumstances, can access the right information. Hyperlinks Building a Conditional Access policy - Microsoft Entra ID | Microsoft Learn Risk policies - Microsoft Entra ID Protection | Microsoft LearnVirtual Appointments in Microsoft Teams vs. Bookings App: Which is Right for Your Organization?
In the modern business landscape, efficient scheduling and seamless customer engagement are crucial. Microsoft Teams offers two powerful tools to help you manage appointments: Virtual Appointments and the Bookings app. While both are designed to streamline scheduling, they cater to different needs and offer unique features. Let's explore the differences and benefits of each to help you decide which is best for your organization. Virtual Appointments in Microsoft Teams Purpose: Virtual Appointments are designed for business-to-customer engagements, facilitating virtual (video/audio) meetings. This feature is ideal for industries such as healthcare, finance, and sales, where remote consultations are common. Key Features: On-Demand Queues: Manage scheduled and on-demand appointments in one location. SMS Notifications: Send text reminders to external attendees to ensure they don't miss their appointments. Branded Waiting Rooms: Customize the waiting room experience to reflect your brand. Lobby Chat: Communicate with attendees before the appointment starts. Advanced Analytics: Track usage trends, wait times, and no-shows to measure business outcomes and improve customer experiences. Integration: Virtual Appointments integrate seamlessly with Microsoft Teams, leveraging its communication and collaboration features. Bookings App Purpose: The Bookings app is designed for small businesses and organizations that need a comprehensive scheduling tool. It allows you to create and manage multiple booking pages, each tailored to different departments or services. Key Features: Customizable Appointment Types: Define appointment types and details to fit your business needs. Staff Management: Manage staff schedules and availability to streamline the booking process. Email and SMS Reminders: Send appointment reminders to ensure customers are informed. Multiple Booking Pages: Create and manage different booking pages for various services or departments. Integration with Microsoft 365 Calendar: Sync appointments with your Microsoft 365 calendar to avoid double-booking. Accessibility: The Bookings app is available to users with specific Microsoft 365 subscriptions, making it a versatile tool for various business sizes. Key Differences Complexity: Virtual Appointments offer more robust features for virtual engagements, while the Bookings app provides comprehensive scheduling tools for various appointment types. Target Users: Virtual Appointments are ideal for organizations needing advanced virtual meeting capabilities, whereas the Bookings app is suited for small businesses needing flexible scheduling options. Customization: Virtual Appointments focus on enhancing the virtual meeting experience with branded waiting rooms and lobby chat, while the Bookings app offers extensive customization for appointment types and staff management. Conclusion Both Virtual Appointments in Microsoft Teams and the Bookings app offer valuable features to enhance your scheduling and customer engagement processes. The best choice depends on your specific needs and the type of appointments you manage. If your focus is on virtual consultations and advanced analytics, Virtual Appointments may be the right fit. If you need a versatile scheduling tool for various services, the Bookings app could be more suitable. By leveraging these tools, you can streamline your scheduling processes, improve customer engagement, and ultimately drive business success.Simplify Your Scheduling with Microsoft Bookings
Introduction to Microsoft Bookings Microsoft Bookings is an online tool designed to help you schedule appointments with ease. Whether you are a small business owner, a nonprofit organization, or part of a larger enterprise, Microsoft Bookings can streamline your scheduling process, allowing clients to book appointments for the services you provide. This blog post will guide you through the key features of Microsoft Bookings and how to get started. What is Microsoft Bookings? Microsoft Bookings is an online scheduling tool that allows you to create booking calendars for specific purposes or departments. Clients can schedule appointments for listed services, and you can share the booking calendar link or embed it on your website. This tool is particularly useful for managing appointments, reducing no-shows, and improving customer satisfaction. Key Features of Microsoft Bookings Easy Access: Navigate to www.office.com, sign in with your credentials, and find Bookings in the App Launcher or Microsoft Teams. Customizable Booking Pages: Create and customize booking pages with your business details, logo, and color theme. Customer Management: Add customers manually or import contact lists to your booking page. Staff Management: Add staff members, assign roles, and set their availability. Service Management: Create and manage services, set availability, and customize fields for customer information. Notifications: Set up email and text message notifications for appointments. How to Get Started with Microsoft Bookings Accessing the Bookings App Navigate to www.office.com and sign in with your credentials. Click on the App Launcher at the top left side. Choose “More apps” and find Bookings. Alternatively, you can find Bookings in Microsoft Teams by selecting the ellipses on the left side to reveal applications and choosing Bookings. Setting Up Your Booking Calendar Once you are in the Bookings app, select “create” next to Shared booking pages. Choose “create from scratch” to create a shared booking page from scratch or clone one from an existing bookings calendar. Fill in the details of your calendar, including your business name, type, and business hours. Invite your staff to the calendar. These individuals will be able to view and manage bookings for the team based on the roles assigned on this page. Set up and edit your first initial service by selecting “Change.” You can add more services after the calendar has been created. Choose who can book appointments: “no self-service,” “People in my organization,” or “Anyone.” Configuring and Publishing Your Shared Booking Page Within the Shared Booking Page window, select “Booking page” from the left-hand menu. Configure who can book an appointment: No Self-service, Available to people in your organization, or Available to anyone. The booking page you created will have a link. Customize your page with a template, color theme, and logo. Under Regions and Time Zone Settings, set your language and time zones. Save your settings and your booking page is ready to use. Adding Customers and Staff Members When setting up your booking page for the first time, manually adding your existing customer base can help you get started quickly and ensure that your regular clients are already in the system. Adding staff will give only those individuals access to the specific shared booking link and page. Adding Customers: Navigate to the left-hand menu, select customers, and click the add new customer button. Fill out the customer information and save changes. You can also import customer lists in CSV format. Ensure that the CSV file is in the UTF-8 encoding for best results. See Import or export contacts in Outlook Adding Staff Members: Navigate to the left-hand menu, select staff, and click the add new staff button. Complete the information, including name, email, and phone number. Assign roles and set availability. Adding New Services The ability to add typical services offered to the community you support is also available on the booking page settings! This will allow specific calendar bookings that gives your team insight on the purpose of each meeting booked. Navigate to the left-hand menu and select services. Click “add new service” and fill out the form, including service name, description, location, duration, and price. Set availability options and assign staff to the service. Customize fields for customer information and set up notifications. Conclusion Microsoft Bookings is a powerful tool that can help you manage appointments efficiently. By following the steps outlined in this blog post, you can set up and customize your booking page, add customers and staff members, and create services tailored to your needs. Start using Microsoft Bookings today to streamline your scheduling process and enhance customer satisfaction.
