How to manage Out of Office types in MyDesk

Step 1: Introduction to Out of Office types #

Being able to manage Out of Office types in MyDesk can increase visibility and collaboration between your employees.

It allows you to specify when you are working at home, sick or in a customer meeting. These settings affect how your bookings are displayed in Outlook, which can be a great help in your daily planning.

Step 2: Access management settings #

To start managing Out of Office types, you must have administrator rights in MyDesk. You will see an item in MyDesk called “Administration” from where you can navigate to “General settings”. Here you will find all the necessary settings.

Step 3: Creating new Out of Office types #

You can create as many Out of Office types as you want. This is done by clicking the plus icon in the administration panel. Here you can also edit existing types to customize them to your needs.

Step 4: Choose how bookings are displayed in Exchange #

When creating a new Out of Office type, it’s important to choose the correct Exchange type. This determines how your availability will appear in Outlook. If you still need to be bookable for meetings even though you are Out of Office, you can select ‘Free’. Otherwise, you can select ‘Busy’ to block meeting bookings.

Step 5: Adding text and icons #

Next, you need to enter a title and optionally upload an icon that illustrates the type. This can be done by clicking the upload icon in the settings.

Step 6: Save and apply settings #

Once you have configured your Out of Office types, remember to press “Save”. Your settings will now be available to your employees in the MyDesk app so they can select the appropriate status as needed.

Step 7: How it looks in practice #

When your employees book a desk space, they will now be able to choose between the different Out of Office types you have created. This makes it easy for everyone to keep track of where and how they work and how their availability is displayed in Outlook.