Microsoft Bookings

Contents

Overview

Microsoft Bookings allows HYMS staff to let others book appointments with them online. Bookings automatically checks your Outlook calendar for availability and sends confirmation emails to both you and the attendee.

Typical uses include:

Tutorial or Supervision sessions
Student Support or office hours
One to One meetings or consultations

Who is this for?

This guide is for HYMS staff who want to manage appointments more efficiently. Students do not need access to Bookings to make a booking.

HYMS staff with an Honorary or Other Contributor account. Your HYMS Account does not grant you a licence to use MS Bookings.

What is Microsoft Bookings?

Microsoft Bookings is part of Microsoft 365. It allows you to create an online booking page where others can choose a time to meet with you based on when you’re available.Bookings integrates directly with:

Your HYMS Outlook calendar
HYMS email for automatic confirmations and reminders

This helps reduce back‑and‑forth emails and double‑bookings.

There are two main types of bookings you can create Personal and Shared:

Personal bookings

These are 1-to-1 appointments.
Designed for things like tutorials, support sessions, or individual meetings.
They sync directly with your Outlook calendar, so availability is based on when you are free.
Booked by one person at a time.

Shared bookings

These are team-based bookings.
Useful when multiple staff members can provide the same service (e.g. IT support desk, drop-in sessions).
Bookings are assigned to any available staff member in the group.
Availability is shared across the team rather than one individual.

Before you start

Before using Microsoft Bookings, make sure that:

You have an active HYMS Microsoft 365 account.
You can access Outlook and your calendar.
You understand that Bookings should not be used for clinical or patient‑related appointments.

Important limitations

Intended for staff use only.
Availability is based on your Outlook calendar.
Not suitable for clinical or confidential medical bookings.

Getting started with MS Bookings

Follow these simple instructions on how to get started with MS Bookings:

Login to Microsoft 365 with Your HYMS IT account.
From the Apps menu, select All Apps and search for Bookings.
Choose whether to create a Personal or Shared Booking.

Use the links below for guidance on setting up your preferred Booking Form.

Setting up a Shared Booking

Setting up a Personal Booking

Once setup you can review and edit all of settings later.

Once your service is set up, you can share your booking page.

You can:

Copy the booking link and email it.
Add the link to Teams, or your email signature.

Anyone with the link can book an available time — they do not need a Microsoft account.

Manage bookings and appointments

You can view and manage your bookings within Microsoft Bookings or Outlook.

New bookings appear automatically in your Outlook calendar.
You can cancel or reschedule appointments if needed.
Attendees receive automatic email updates.

Integrating MS bookings with MS Teams

From within the Teams desktop application, click Apps from the bottom left of the side menu.
Then search for Bookings and click on the Bookings App.
Click the Add button to add it to Teams. The Booking icon will now appear on the Microsoft Teams menu.
You can pin the Bookings app to the Teams menu by right-clicking on the icon and selecting Pin.

Additional Resources

Updated on 16/02/2026

Tagged: Microsoft 365 MS Bookings

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