Find and book a meeting space

Condeco Outlook add-in for Smart Calendar

How to find a meeting space using the Condeco Outlook add-in

1. Open a new appointment, meeting, or event, in MS Outlook, select the date and time for your meeting and add the attendees.

*You can add names from your MS Outlook global or personal contact lists, or type email addresses manually into the MS Outlook appointment.

2. Click the Condeco icon from the Outlook ribbon or the OWA menu to start the Condeco Outlook add-in. Learn more.

3. Condeco searches for available meeting spaces and lists results by group type. Self-Managed meeting spaces are listed first and display a Book button. Managed meeting spaces are listed second and display a Request button. Only meeting spaces able to accommodate the number of attendees added to the Outlook appointment (plus the host) are offered.
   
   
   1. Click Edit at the top-right to:
      1. Change the search location, group, or select a specific workspace type.
      2. Adjust the number of on-site attendees.
      3. Select specific Attributes including a Teams room if required.
         
         
   2. If no suitable meeting spaces are offered, the Condeco Outlook add-in can suggest Alternative times.
      1. If the date or time was changed, click Refresh results at the bottom of the Condeco Outlook add-in.

4. Click Book to select a Self-Managed meeting space, or Request to select a Managed meeting space requiring approval.

5. The attendees added to the Outlook appointment are listed in the Condeco Outlook add-in. Tick the boxes to indicate if attendees will attend on-site or remotely, and if they are visitors. For on-site visitors, you must enter their full names on the drop-down form.

Attendees and Visitors: On-site: For each attendee who will attend the meeting in person, tick On-site. Leave blank if the attendee will join the meeting remotely. Visitor: For visitors from outside the workplace who will attend in person, tick Visitor. Attendees marked as Visitors are added to the Visitor Management System. When attendees are marked as visitors, you are prompted to enter their first and last name (mandatory) and company name (optional). If these details are already known, they are automatically entered. Click the down arrow next to the visitor’s name to edit their details. Click the down arrow to enter visitor details

6. Click Done to close the Condeco Outlook add-in.

7. The meeting space is set as the location for your meeting. Click Done.
   
   The booked meeting space is added to the Outlook calendar event

8. Back in the Outlook appointment, add the meeting details and any other requirements. Click Send to send the invite to the attendees.

Learn more

• Change the search location
• Adjust the number of attendees
• Select attributes
• Teams meeting
• Alternative times
• Attendees and Visitors
• Removing a room