Global settings for Microsoft Outlook

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Global settings are applied throughout your entire organization.

Global settings for Microsoft Outlook

View or change Eptura Engage global settings for Microsoft Outlook across all your locations:

Navigate to Advanced setup > Global setup.
Select the Outlook tab.

Global setup - Outlook

Options for the Outlook add-in for Microsoft 365 integration

Option	Outlook add-in for Microsoft 365
Online meeting provider	Microsoft Teams (default): A Microsoft Teams meeting is automatically scheduled when a calendar event is created. None: Select 'None' if you use a different online meeting provider.
Outlook event created for user's booking	User can choose (default): An option to add the booking to the user’s Outlook calendar is displayed when making a booking from the booking grid or the booking form. The option is checked by default. Always: Create an Outlook calendar event by default when a user makes a booking. The following exceptions apply: Administrators will see an option to add to their Outlook calendar, regardless of this setting. Outlook calendar events are not created when a booking type is not compatible with the Microsoft 365 integration, such as multi-room bookings exceeding 5 rooms and bookings with linked rooms.
Automatically rebook declined rooms (Smart Alternatives) Changes to this setting might take up to 6 hours to take effect	Yes (default): Enable the Smart Alternatives technology that automatically finds and books an alternate meeting space when the selected space is unavailable. Learn more: Self-healing when moving appointments in the Outlook calendar Smart recurrences No: Disables Smart Alternatives technology. If the selected space is unavailable, the user is notified by email and the status of the Exchange room is shown as unavailable.
Add Services Email Changes to this setting might take up to 6 hours to take effect	Always send services email (default): When a booking is made through the add-in, an email is sent to the user that contains a link to the booking form, where services can be requested. Never send services email: Disable the services email from being sent.
Configure Nested App Authentication for Eptura Engage Outlook add-in	Microsoft Outlook requires third-party add-ins to use Nested App Authentication when accessing data via Outlook. Click the hyperlink and select your Exchange tenant to grant consent on behalf of your organization. Exchange Admin credentials are required.

Option

Outlook add-in for Microsoft 365

Online meeting provider

Microsoft Teams (default): A Microsoft Teams meeting is automatically scheduled when a calendar event is created.

None: Select 'None' if you use a different online meeting provider.

Outlook event created for user's booking

User can choose (default): An option to add the booking to the user’s Outlook calendar is displayed when making a booking from the booking grid or the booking form. The option is checked by default.

Always: Create an Outlook calendar event by default when a user makes a booking. The following exceptions apply:

Administrators will see an option to add to their Outlook calendar, regardless of this setting.
Outlook calendar events are not created when a booking type is not compatible with the Microsoft 365 integration, such as multi-room bookings exceeding 5 rooms and bookings with linked rooms.

Automatically rebook declined rooms

(Smart Alternatives)

Changes to this setting might take up to 6 hours to take effect

Yes (default): Enable the Smart Alternatives technology that automatically finds and books an alternate meeting space when the selected space is unavailable. Learn more:

No: Disables Smart Alternatives technology. If the selected space is unavailable, the user is notified by email and the status of the Exchange room is shown as unavailable.

Add Services Email

Changes to this setting might take up to 6 hours to take effect

Always send services email (default): When a booking is made through the add-in, an email is sent to the user that contains a link to the booking form, where services can be requested.

Never send services email: Disable the services email from being sent.

Configure Nested App Authentication for Eptura Engage Outlook add-in

Microsoft Outlook requires third-party add-ins to use Nested App Authentication when accessing data via Outlook.

Click the hyperlink and select your Exchange tenant to grant consent on behalf of your organization.

Exchange Admin credentials are required.

Click Save after making any changes.

Options for the Com+ plug-in

Option	Com+ plug-in
Attendees	True/False: Set to 'True' to enable the Attendees tab.
Meeting organizer as attendee	True/False: Set to 'True' to automatically set the meeting organizer as an attendee, on the Eptura Engage booking form.
Opacity	Legacy feature. This setting is no longer in use.
Overrides Group Admin rights	True/False: Set to 'True' to grant Group Admins permissions to bookings created through the plug-in.
Eptura Engage address book	True/False: Set to 'True' to show contacts from the Eptura Engage address book in Outlook.
Blind-managed booking	True/False: Set to 'True' to allow blind-managed (automatically allocated) rooms to be booked.
Advanced booking grid	This setting is no longer in use.
Change language warning	True/False: Set to 'True' to allow the user to change their default language on first use.
Enable attendee in search	True/False: Set to 'False' to ignore the number of attendees when searching for an available space. This is useful when some invitees are expected to attend remotely.

Click Save after making any changes.