EMS for Outlook - Microsoft 365

EMS for Outlook – Microsoft 365 is a web add-in, distinct from the EMS for Outlook COM add-in. A web add-in can run on any operating system and does not need separate installation for each Outlook client (Windows/Mac/Web). It is enabled on the user account itself and operates in a side task pane on the right of the application.

Use Cases and Features

We support the following use cases and features:

• Single date and recurring bookings for request and reserve rooms.

  Optimal for simple self-serve spaces.

• Groups and contacts
• Room details
• Setup types
• Self-serve video conferencing
• Intents (process template groupings)

New Integration Features:

• Ensure your User Defined Fields (UDF) and Service Order data populate correctly in the EMS database tables with the EMS for Outlook - Microsoft 365 web add-in. The two-way sync process manages UDF and Service Order data during creation, supporting seamless integration across EMS applications.

• You can make edits in other applications and check into meetings on Room Signs.

Limitations and Functionality Gaps:

We do not support the following use cases and features. These limitations will be addressed with updates coming in the first half of 2026:

• Conflict Resolution not fully functional

• Support for Non-ERI Rooms in Outlook Classic

• Business Rule Validation and Notification

• Edit Reservation with Service Orders

• Edit Service Orders

• Billing Reference and PO Number

Best Practices:

• Service orders can be updated in DTC after creation from M365, but changes won't be reflected in the add-in.

• We strongly advise you to change rooms using the M365 web add-in workflow rather than editing the location field in Outlook events. For single events in a recurrence, you can edit the time. However, make any other changes through the main series to ensure they accurately reflect in EMS.

Reserve a Room and Manage Resources in Outlook

The EMS for Outlook Microsoft M365 add-in provides a sidebar to help you find and book available rooms efficiently. Use Outlook to reserve a room, add services, and manage resources in the cart.

Reserve a room:

1. Open Outlook and start a new event.

2. On the Event Edit bar, click Microsoft for Outlook - Microsoft 365.

Searching and filtering rooms:

1. Use the search bar to find specific spaces.

2. Click the filter icon to refine your search by capacity, feature, or room type.

Viewing and selecting rooms:

1. Room results show the room name, floor, and capacity.

2. Click the heart icon to favorite a room.

3. To select a room, click Book.

4. Choose your Setup Type from the dropdown selector, specify your attendance, and click Book to proceed or Cancel to exit.

Entering event details:

1. Click Next to input event details, including Event Type, Group, 1st Contact Name, Phone, and Email.

2. Use the List dropdown to select single items or List Multiselect to choose multiple items.

Adding services:

1. Click Next to proceed to adding services.

2. Click Add services to view available services for the room.

3. Select services by clicking Add to cart.

4. Review your selections and click Check Out.

5. Set the Start Time, End Time, Service Type, and any additional information.

6. Click Add to reservation to finalize services.

7. You can add more services or click Next to proceed.

Finalizing the reservation:

1. Click Confirm to finalize your reservation.

2. A dialogue box confirms your reservation with an option to make changes if needed.

3. To update a resource:

4. Click Edit. Enter or change the resource details.

5. Click Save.

6. To delete a resource from the cart, click Remove.

7. To delete an entire room card, click the trash can icon.

Advanced Features

• Use the updated cart interface to manage resources more efficiently.

• Access advanced search options to quickly locate rooms, services, or other resources within your reservation.

For more information:

• System Requirements
• Installation and Activation
• Configuration