GETTING STARTED WITH OUTLOOK AND EXCHANGE …...GETTING STARTED WITH OUTLOOK AND EXCHANGE...

GETTING STARTED WITH OUTLOOK AND EXCHANGE INTEGRATION: THE BASICS

Robert Bardwell

EMS Software | Project Consultant

October 28, 2015

Connecting EMS bookings into Outlook

Different flavors of integration

ICS file

• One-time

• One-way (EMS to Outlook)

One way ICS file – Virtual EMS

One time appointment – EMS desktop client

One way ICS file – EMS desktop client

Plan-A-Meeting (PAM) Exchange Integration

Initiated through Virtual EMS

1-Way (EMS updates Outlook)

• New meetings

• Changes

• Cancellations

Plan-A-Meeting (PAM) Exchange Integration

Plan-A-Meeting (PAM) Exchange Integration

Plan-A-Meeting (PAM) Exchange Integration

Plan-A-Meeting (PAM) Exchange Integration

Plan-A-Meeting (PAM) Exchange Integration

PAM: Changes from EMS are pushed to Outlook

VIR

TUA

L EM

S

Booking created

EMS

Booking updated

OU

TLO

OK

Calendar updated

PAM: Changes from Outlook are not pushed to

EMS

OU

TLO

OK

Meeting changed

in OutlookEM

S

No change

lok

Plan-A-Meeting Supported Features

Book a Room

Recurring Meetings*

Random Date Meeting

Service Only Request

Attendee & Room Availability

Add Services/Catering

Enforce Business Rules

Capture Billing Information

Capture Cancel Reasons

Heavily Managed Space

Add-in installed to extend Microsoft Outlook

Allows 2-way communication

EMS for Outlook

EMS for Outlook

Product Demo Reservation created in Outlook or Virtual

EMS

Changes

in Microsoft Outlook

pushed back to

EMS

EMS for Outlook Recommended Implementation

Book a Room

Recurring Meetings*

Random Date Meeting

Service Only Request

Attendee & Room Availability

Add Services/Catering

Enforce Business Rules*

Capture Billing Information

Capture Cancel Reasons

Heavily Managed Space

Cautions

Following Exchange rules introduces limitations

Heavily managed spaces are not a great candidate

Long recurrences can be especially tricky

GETTING STARTED WITH OUTLOOK AND EXCHANGE INTEGRATION: THE BASICS

Robert Bardwell

EMS Software | Project Consultant

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