Use the deskbird Outlook Add-In

The deskbird Outlook Add-In lets you find and book a meeting room directly from Outlook when creating a calendar event. This article covers how to open the add-in, search for a room, complete a booking, and understand how it syncs with deskbird.

1. Open the deskbird Add-In in Outlook
2. Find and book a meeting room
3. How the booking syncs with deskbird
4. FAQs

1. Open the deskbird Add-In in Outlook

The deskbird Add-In works in Outlook for Web, Windows, and Mac. To open it:

1. Open your Outlook calendar and click New event or More options to open the event creation window.
2. Look for the deskbird icon in the toolbar at the top of the event window.
3. Click the deskbird icon to open the add-in panel on the right side of the event.

⚠️ If you do not see the deskbird icon in the toolbar, the add-in may not yet be deployed to your account. Contact your IT administrator or internal deskbird admin for assistance.

2. Find and book a meeting room

Once the add-in panel is open, you can search and filter available rooms in real time:

1. Select your office from the dropdown (your main office is selected by default).
2. Optionally select a specific floor, or leave it set to All floors.
3. Use the search field to find a room by name, or apply filters:
   • Capacity — e.g. 5 or more, 10 or more, 20 or more people
   • Services — e.g. with catering, without catering
   • Toggle Include unavailable rooms to see rooms already booked for your time slot
4. Click the room you want to add it to your event with one click.

The selected room appears in your Outlook event and is automatically registered in deskbird.

3. How the booking syncs with deskbird

When you book a room through the Outlook Add-In, the booking syncs automatically with deskbird in real time. This means:

• No duplicate bookings — the same room cannot be booked twice for the same time.
• Shared visibility — your booking is visible in both Outlook and the deskbird web app.
• Updates and cancellations made in Outlook are reflected in deskbird automatically.

💡 For the best experience, your meeting rooms should be set up and synced between Microsoft and deskbird by your admin. If a room you booked behaves unexpectedly — for example, it shows as unavailable in deskbird after being removed from Outlook — the room may not be fully synced. Contact your internal admin for help.

4. FAQs