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Microsoft Bookings
What is Microsoft Bookings?
Microsoft Bookings is a Microsoft 365 scheduling tool that allows people to book appointments based on real-time availability. It helps reduce back-and-forth emails by providing a booking page where users can choose a service, select an available time slot, and automatically receive calendar invitations and reminders. Bookings integrate with Outlook calendars and can be used for internal or external appointments.
It can provide functionality for 2 different scenarios:
- Personal Bookings
A Personal Bookings Page is designed for an individual user. It displays that person's availability based on their Outlook calendar and allows others to book one-to-one meetings directly with them. Users can create different appointment types, set availability, and share a single booking link with colleagues, customers, or partners. Booking Calendars are non-transferable and need to be kept related to you
Personal bookings pages are enabled by default for all staff and students.
- Shared Bookings
A Shared Bookings Page is designed for teams, departments, or services. Multiple staff members can be assigned to the booking page, and customers can book appointments with the appropriate person or service. Shared booking pages provide a centralised scheduling experience for group functions such as IT support, HR, customer service, or advisory teams. Shared bookings pages are not tied to one user account and administration can be passed to different staff as required.
A shared booking page is available upon request via ITServicedesk@sussex.ac.uk
How to access
The Microsoft Bookings application is accessible here:
How to use
Full guidance on how to use Microsoft Bookings and an explanation of all the settings available can be found here:
There are two ways of using Bookings. You can either create a meeting that lets the recipient choose a time within a frame that you set (like an invite in Teams via email) or you can create a Booking page that has its own URL (like a website) - from there users can choose an appointment they would like within a timeframe you have set.
It is recommended to untick the box to "Append your personal booking page in your email signature"
Available features include:
- You can differentiate between different types of personal bookings meetings if required eg. One to one session, tutor advisory session, technical support session, in person meeting, online meeting
- You can create different settings for different types of meetings if required, eg set the location to your office or an online Teams meeting, set the duration of the meetings, make the calendar Public or Private.
Sharing your page
- On the main homepage select the share icon on your page's tile under the booking page heading. The share icon looks like this
- Either copy the link provided and share it directly with the users or select the email option to create an email to send out the link directly to users. To see what this looks like you can send a test email to yourself before sending to others.
- If you want to see what your bookings page looks like, you could also copy the link and paste it into your own browser. This will show you what the page looks like for others.
created on 2024-08-22 by Benoit Sharp
last updated on 2026-07-16 by Sharon Beckett