2024 July Microsoft 365 Integration Release

Create Microsoft Outlook events from Condeco

Condeco booking grid

Microsoft Outlook calendar events can now be created directly from the Condeco web app. Users are given an option to 'Add to your Outlook calendar' when creating a booking from the Condeco booking grid or the booking form. The Outlook event and Condeco booking are completely in sync giving users the flexibility to view and edit the booking details from either Microsoft Outlook or Condeco.

Update bookings created from Microsoft Outlook in Condeco

In addition, anyone with access to a Microsoft Outlook calendar event can now fully edit it from Condeco. Administrators can make changes to the space, time, or attendees, with the confidence that the owner's calendar event will be updated accordingly.

Benefits

• Create and manage bookings from Microsoft Outlook or Condeco with the confidence that all the booking details will remain synchronized.
• Allows administrators to make changes to bookings in Condeco that were created in Microsoft Outlook.
• Automatically invite any meeting room equipment associated with the room, such as Teams devices, for that one-click join experience.
• Ensure all attendees are updated with the latest booking details, by automatically sending updates to calendar invitations when things change.

Good to know

• Any booking linked to a Microsoft Outlook calendar event shows the Outlook icon on the booking grids and in 'Your bookings'. Previously the Outlook icon only showed if the booking was made from Outlook.
• Bookings from Condeco create a calendar event in the organizer’s calendar. For delegate journeys, where the meeting needs to be placed in another user’s calendar, we recommend continuing to use the Condeco Outlook add-in to book the space.
• Bookings made in Condeco where we do not have an active user calendar subscription, cannot be added to a user’s calendar. Those users will not see the option to add to their Outlook calendar.
• The option to add to an Outlook calendar is only shown on booking creation. Once a user has decided to add, or not add, to their Outlook calendar, it cannot be changed for that booking.
• If a user chooses not to add to their Outlook calendar, any equipment mailbox associated with the space is not automatically booked. The equipment must be booked manually instead. 
• By default, Condeco creates a Teams-enabled Outlook calendar event. This option can be disabled globally for customers who use other online meeting providers. 
• Always invite virtual attendees via the Outlook event as attendees added to the Condeco booking form are assumed to be attending on-site.
• As per Condeco’s usual behavior, the host and requestor are not automatically considered attendees in the room. To mark the host and requestor as on-site, add them as attendees on the Condeco booking form.
• Updating the meeting space in a recurring meeting only changes future instances of the series in Condeco, retaining the original space information for the past instances. However, Microsoft Exchange updates the details for the entire series.
• Microsoft Exchange only supports one private flag setting for an entire series of a recurring event, therefore checking or unchecking the private flag in one instance of a recurring booking in Condeco has no impact on the private flag setting in the Outlook calendar event.
• When an organizer deletes a booking from Condeco, Condeco asks if the associated Outlook event should also be deleted (default is unchecked). However, admins and other users who have access to the Condeco booking will not see this option when deleting the Condeco booking, so the Outlook event is not deleted.
• When a user makes a booking from a Condeco or Eptura room screen and authenticates, an associated Outlook calendar event is automatically created if Condeco has access to their Outlook calendar. 

Behaviors & limitations

• The Condeco Microsoft 365 Integration currently supports up to 5 rooms for a single booking. If more than 5 rooms are added to a new booking, the option to add to the Outlook calendar is disabled. Users cannot add more than 5 rooms to existing bookings that are already linked to Outlook calendar events.
• The Condeco Microsoft 365 Integration does not currently support linked room bookings. If a linked room is added to a new booking, the option to add to the Outlook calendar is disabled. Users cannot add linked rooms to existing bookings that are already linked to Outlook calendar events.
• Condeco does not yet support some advanced recurrence patterns available in Microsoft Exchange. Unsupported recurrence patterns cannot be edited in Condeco. Other updates are allowed.
• The exclude weekends option for daily recurrences in Condeco has been disabled as Microsoft Exchange does not support it. For similar functionality, users can select Monday to Friday as the recurrence pattern.

Learn more: Synchronized bookings with Microsoft Outlook