Schedule a meeting with the eTASK.Outlook room booking add-in

Using the eTASK.SmartReservation Outlook add-in adds a room filter to the meeting scheduling process. This allows you to book a meeting room via Outlook that is tailored to your needs. In addition, you retain all the benefits that Outlook offers, such as automatically inviting participants when they are entered as recipients.

Note: It is not yet possible to create recurring bookings with the eTASK.SmartReservation Outlook add-in.

Note: Weekend bookings are only possible if this feature has been enabled for the room in the FM portal.

Note: There is a limit to the number of bookings that can be made for rooms via the add-in. Special features of meeting rooms connected to Microsoft Exchange

Procedure in Outlook

1. Under Calendar on the Home tab, in the New group, click New Meeting.

2. On the Meeting tab, in the View group, click Scheduling Assistant.

Note: The Scheduling Assistant helps you find a time when all participants are available. If you don’t want to rely on the Scheduling Assistant to ensure participants are available, you can simply add them as recipients on the Meeting tab.

3. Click Add Attendees and add everyone you want to invite. Then click OK.

4. In the Scheduling Assistant, select the time slot when the meeting should take place, and then click the Appointment tab. The desired time slot and participants have been added to the meeting.

5. Filter the room selection using the eTASK.SmartReservation Outlook add-in:

1. Manually specify the number of participants (only if "Determine automatically" is disabled).

2. If enabled, the number of participants is automatically calculated based on the meeting recipients.

3. Replaces the meeting title in the FM portal with text configured for meetings with hidden titles, which is also displayed on connected eTASK.Info displays.

4. Select the desired beverage service type. This limits the room selection on the right.

5. For the "Individual Beverages" catering type, this button opens the wizard for determining the desired beverage configuration. The button is only activated after a room has been selected.

6. Select the required resources. This narrows down the room selection on the right.

7. Filter that limits the room selection to the location / building / floor / room.

8. Remove filter.

9. Room selection. Exclusive rooms are highlighted in yellow.

10. Open help for the add-in.

11. Select the cost center to which the room and beverage costs will be charged.
    Adds the selected room to the meeting. Removes all rooms already added to the meeting from the meeting.

Note: The first cost center selected corresponds to the cost center to which you are assigned in the FM Portal’s personnel list

12. Adds the selected room to the meeting

13. Removes all rooms already added to the meeting from the meeting.

6. Select the desired room in the room selection and click Add Selected Room.

Note: To add a room, you can also use the Rooms... button provided by Outlook to the right of the Location field. This allows you to book rooms that are not connected to eTASK SmartReservation. However, this method does not offer the filter functions that are otherwise available to you (e.g., selecting resources, accounting for the number of participants, etc.). You can order beverages provided that beverage booking is enabled for the room.

7. Enter the meeting title in the Subject field.

Tip: If you don’t want this to be displayed, select the Confidential Meeting option.

8. In the body of the meeting message, enter the information you want to share with the recipients. You can also attach files.

9. Click Send.

The room is booked. Shortly thereafter, you will receive a confirmation from the FM Portal and, if applicable, from the room.

Tip: If you want to book a specific room you know of, it is recommended that you first add this room to the meeting and then determine an available time slot for the room and all participants.