In a busy workday, efficient meeting booking is essential for productivity. At MyDesk, we understand this and offer a solution that revolutionizes the way you can book meetings in Outlook. We integrate seamlessly with your existing Microsoft 365 and Exchange systems to make booking meeting rooms and resources intuitive and efficient. Forget about double bookings and wasted time – with MyDesk you get full control of your meetings directly in Outlook.
Our solution is designed to give you a seamless experience, whether you need to book a meeting room for a quick ad hoc meeting or a large conference. We ensure that the process of booking a meeting in Outlook is as simple and user-friendly as possible, while giving you access to advanced features that support a modern and agile workplace.
Streamline your meeting rooms with MyDesk and Outlook
Many people know the frustration of booking a meeting in Outlook and finding an available meeting room at the same time. Outlook’s built-in scheduling assistant is great, but it often falls short when it comes to fully managing complex meeting room portfolios. This is where MyDesk comes in. We are significantly improving and expanding the functionality of Outlook.
MyDesk gives you a complete overview of all available meeting rooms and their facilities, directly in Outlook. Our add-in makes it easy to:
- See meeting room availability in real-time.
- Filter rooms based on capacity, equipment (e.g. screen, whiteboard, video conferencing system) and location.
- Book catering directly to the meeting via integration with catering providers.
- Register guests for the meeting in advance for a smooth arrival.
- Access 3D floor plans to visualize the space.
This means that when you need to book a meeting in Outlook, you can now do so with unprecedented flexibility and insight. Our goal is to remove any uncertainty around meeting room availability and ensure that your meeting can be held without obstacles.
Benefits of the MyDesk Add-in for Outlook
Our MyDesk Add-in for Outlook transforms your meeting booking. Here are the key benefits:
- Seamless integration: The add-in works directly in your Outlook calendar, preserving the familiar user interface and minimizing the need to switch between different systems to book meetings in Outlook.
- Real-time overview: Instantly see available meeting rooms, desks and other resources, eliminating double bookings and optimizing utilization.
- Smart search features: Filter rooms by capacity, equipment, location and other criteria to always find the perfect match for your meeting.
- Automation and efficiency: Automatic release of meeting rooms on "no-show" based on sensor data, reducing wasted resources. You can also configure rules for when a meeting should be released if someone forgets to check in.
- Guest registration and catering: Manage visitors and order catering directly in the booking process for more streamlined planning.
- Data and insights: MyDesk collects space utilization data that can be used to optimize layout, adjust capacity and make data-driven decisions about your office space.
- Visual navigation: Use 3D floor plans that give a clear picture of the office layout and available spots, making it easy to book meetings in Outlook in the most user-friendly way.
With these benefits, it’s clear that the MyDesk Add-in doesn’t just help you book meetings in Outlook; it optimizes your entire meeting structure and resource allocation.
How MyDesk works with your Outlook calendar
When you need to book a meeting in Outlook with MyDesk, the process starts as usual. You create a new meeting request in your Outlook calendar. The difference comes when you need to choose a room.
Our MyDesk add-in is activated directly in the meeting request. From here you get access to an intuitive interface that shows you all available meeting rooms in your organization. You can easily filter and search by:
- Premises with specific capacity.
- Rooms equipped with specific technology (e.g. video conferencing equipment).
- Rooms on specific floors or departments.
- Rooms that are AVAILABLE at the time you want to book a meeting in Outlook.
Once you’ve found the perfect room, select it and Book meeting in Outlook will automatically populate with the room information. It’s that simple! The system ensures the room is booked and prevents double bookings. You can even view images of the room and 3D floor plans for a better feel of the facilities.
MyDesk integration with Outlook is designed to give you a seamless experience where all information is synchronized in real-time. This means that when you decide to book a meeting in Outlook, the information you see is always 100% up-to-date.
The future of meeting booking: More than just booking meetings in Outlook
MyDesk isn’t just about making it easier to book meetings in Outlook. It’s about creating a smarter, more efficient and sustainable workplace. By integrating with leading systems like Outlook and Teams, we offer a platform that supports the modern, hybrid workplace.
Our system goes beyond simple booking. We use sensors and Internet of Things (IoT) technology to collect data on how your office space is actually being used. This data is processed in MyDesk Analytics and can provide invaluable insights that help you optimize your office layouts, adjust capacity and even save on energy costs. Imagine a meeting room being automatically released if no attendees show up or the lights being turned off when the room is empty.
We understand that every business is unique, which is why we offer a flexible solution that can be customized to your specific needs. Our meeting room solution typically costs DKK 180 per meeting room per month, which includes all the features that make it easy to book meetings in Outlook and optimize your resource utilization. Our platform also integrates and simplifies other processes:
| Function | Description of the feature | Benefits and advantages |
|---|---|---|
| Desk booking | Book desks via app or screen | Flexibility, overview |
| Guest management | Visitor pre-registration | Security, efficiency |
| Catering services | Order directly via platform | Streamlined service |
| Workplace Analytics | Insight into space utilization | Optimization, savings |
| E-Ink displays | Digital door signs | Clear info, low consumption |
Book a meeting in Outlook with confidence – MyDesk security and support
At MyDesk, we take data security seriously. All records are stored for a minimum of 5 years, as required by law, but you can have your data deleted at any time if you wish. We ensure that your information is treated with the utmost confidentiality and in accordance with applicable regulations.
Our customer service is always ready to help. If you have questions about how best to book a meeting in Outlook with MyDesk, or if you need technical support, please contact us. You can call us on +45 6916 0382 or write an email to mail@mydesk.io. You can also contact our support directly at 5191 4488 or support@mydesk.io.
At MyDesk, we’re dedicated to creating a seamless and efficient workday for you. By optimizing your use of meeting rooms and desks through intelligent integration with Outlook, we help you save time, money and resources.
We are proud to serve a wide range of customers, including Energidata, Phillips-Medisize, Ringsted Kommune and many more. These companies have chosen MyDesk to transform the way they book meetings in Outlook and manage their workplace.
Frequently asked questions about booking a meeting in Outlook with MyDesk
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How does MyDesk integrate with Outlook to book meetings?
- MyDesk integrates as an add-in directly into your Outlook calendar. When you create a meeting request, the add-in gives you access to the MyDesk interface where you can search and book available meeting rooms in real-time based on your criteria. The meeting room information is automatically transferred to your Outlook invitation.
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Can I see available meeting rooms directly when booking a meeting in Outlook?
- Yes, with the MyDesk add-in you get a live overview of all available meeting rooms. You can filter by capacity, equipment and location so you can easily find the perfect room for your meeting without leaving Outlook.
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What are the benefits of using MyDesk instead of Outlook’s own scheduling assistant?
- MyDesk builds on Outlook’s functionality by offering advanced features such as real-time overview of meeting rooms (including their facilities and equipment), integration with catering, guest registration and access to 3D floor plans. MyDesk also enables data-driven optimization of your office space with sensors.
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Can MyDesk help release meeting rooms that are not being used?
- Yes, our system is equipped with intelligent functionality that can automatically release a meeting room if it is not in use within a certain time frame after the meeting starts. This optimizes the utilization of your rooms and makes it easier to book meetings in Outlook even when it’s busy.
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Is it possible to book a meeting in Outlook and order catering at the same time?
- Absolutely! MyDesk allows you to integrate with your preferred catering provider, so you can order food and drinks directly when booking your meeting. This streamlines the whole process and ensures everything is ready for your meeting.
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How long does MyDesk store data?
- MyDesk stores all registrations for a minimum of 5 years, as required by law; however, you can request deletion of your data at any time if you wish.
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Where can I read more about your solutions?
- You can find more information about our meeting room booking software and desk booking on our website. We also have relevant articles on sensors and guest registration to optimize your workplace.
