Bookings - Create a new calendar Tutorial

In this video, you will learn how to create a new calendar in Outlook 2016. The video covers the steps to access the calendar feature, create appointments, and schedule meetings.
It also demonstrates how to set recurring appointments and invite attendees to meetings.
Creating tasks in Outlook is also explained.
This tutorial will help you effectively manage your schedule and improve productivity.

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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on how to create and manage a calendar in Microsoft Bookings, detailing the steps involved, options available, and the implications of different settings.

Chapitres :

Introduction to Microsoft Bookings
Microsoft Bookings is a scheduling tool that allows businesses to manage appointments and services efficiently. This guide will walk you through the process of creating a new calendar, adding services, and managing appointments.
Logging into Bookings
Upon logging into Microsoft Bookings, you have the option to either open an existing calendar that you have access to or create a new one. If you already have a calendar open, you can use the provided button to create an additional calendar.
Creating a New Calendar
When you choose to create a new calendar, a creation window will pop up, offering you the option to start from a template or create one from scratch. For this example, we will select the option to create from scratch.
Naming Your Calendar
The first step in the calendar creation process is to give your calendar a name. You also have the option to add your company's logo and select its type from a suggested list. Once you have entered this information, click the button to create your calendar.
Adding Services to Your Calendar
After creating your calendar, you must select at least one service. By default, a random service may appear, which you can edit or delete to create your own. Click the designated area to add a service. In the new window, you can specify the name of the service and its duration.
Defining Online Meetings
If you define a service as an online meeting, all participants involved in a reservation will receive a Teams link to use at the time of the appointment. After defining the service, click 'continue' to proceed.
Setting Availability
You will then be prompted to specify the days and time slots during which this service is available for customers to book appointments. This ensures that your calendar reflects your actual availability.
Assigning Service Providers
In the final stage of creating a service, you will enter the names of the individuals who will provide that service. By clicking the appropriate button, you can grant them permission to manage the Bookings calendar similarly to how you do.
Choosing Calendar Privacy Settings
Once you have added your service, click 'continue' to reach the last step of creating your calendar. Here, you will choose the privacy settings for your calendar. The options include: - **Private**: You manage the calendar yourself. - **People in my organization**: Grants access to all individuals within your company. - **Anyone**: Allows everyone to make reservations through a public self-service page.
Finalizing Your Calendar
After selecting your privacy settings, click the button to finish creating your calendar. If your calendar is not set to private, a link will appear, allowing you to share your calendar with selected individuals.
Conclusion
Creating and managing a calendar in Microsoft Bookings is a straightforward process that enhances appointment scheduling for businesses. By following the steps outlined in this guide, you can effectively set up your calendar, add services, and manage your availability, ensuring a seamless experience for both you and your clients.

FAQ :

What is Microsoft Bookings?

Microsoft Bookings is an online appointment scheduling tool that allows businesses to manage appointments and services efficiently, enabling customers to book time slots with service providers.

How do I create a new calendar in Bookings?

To create a new calendar in Bookings, log in, click on the option to create a new calendar, provide a name, select a template or start from scratch, and follow the prompts to set up services and privacy settings.

Can I customize the services offered in Bookings?

Yes, you can customize services in Bookings by adding names, durations, and defining whether they are online meetings. You can also modify these details at any time.

What are the privacy options for a calendar in Bookings?

The privacy options for a calendar in Bookings include Private (only you can manage it), People in my organization (accessible to your company), and Anyone (public access for reservations).

How do I share my calendar with others?

If your calendar is not set to private, a link will appear that you can share with others, allowing them to book appointments through your calendar.

Quelques cas d'usages :

Appointment Scheduling for a Salon

A hair salon can use Microsoft Bookings to create a calendar for different services like haircuts and coloring. Customers can book appointments online, view available time slots, and receive a Teams link for virtual consultations.

Consultation Scheduling for a Law Firm

A law firm can implement Bookings to manage client consultations. By setting up services for different types of legal advice, clients can easily schedule appointments based on their needs and availability.

Event Planning Coordination

An event planning company can utilize Bookings to coordinate meetings with clients and vendors. By creating a shared calendar, all parties can see available times and book meetings efficiently.

Healthcare Appointment Management

A medical practice can use Bookings to allow patients to schedule appointments with doctors. The system can manage different services, such as check-ups or consultations, and ensure that patients receive a Teams link for telehealth visits.

Training Session Scheduling

A corporate training department can leverage Bookings to organize training sessions. By creating a calendar with various training topics, employees can book their spots and receive reminders for upcoming sessions.

Glossaire :

Bookings

A scheduling tool that allows users to manage appointments and services, enabling customers to book time slots with service providers.

Calendar

A system for organizing and scheduling events, appointments, and services, which can be shared with others.

Template

A pre-designed format or structure that can be used as a starting point for creating a new calendar or service.

Service

An offering that can be booked by customers, which includes details such as name, duration, and availability.

Online Meeting

A virtual meeting conducted over the internet, where participants can join via a link, often facilitated by platforms like Microsoft Teams.

Privacy Settings

Options that determine who can access and manage the calendar, including private, organizational, or public access.

System Administrator

A person responsible for managing and configuring the settings and permissions within the Bookings system.

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When you first log into Bookings,

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you can open an existing calendar

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to which you have access,

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or you can create a new one.

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If you already have an open calendar,

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this button allows you to

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create an additional calendar.

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The creation window pops up and suggests

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creating one from a template or from scratch.

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As an example, let's select this option.

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The first step requires to

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give your calendar a name.

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You have the option to add the logo

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of your company as well as its type

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among the elements suggested in the list.

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Then click this button

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to create your calendar.

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Here you must select at least one service.

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By default a random service appears.

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If this is the case,

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you can edit or delete it to

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create your own from scratch.

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Click here to add a service.

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In this new window, you can add the

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name of the service and its duration.

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When you define a service

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as an online meeting,

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all people involved in a reservation

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get a Teams link to use at

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the time of the appointment.

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By clicking on continue,

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you're asked for the days and time slots

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during which this service is possible,

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and therefore the times when customers

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have to book an appointment.

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Then in the third and final

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stage of creating a service,

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you enter the different people

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who provide that service.

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By clicking here, you give them

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permission to manage the Bookings

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calendar in the same way as you do.

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What are the services, the days, the hours or

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even the people providing the services?

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This information is modifiable anytime.

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Now that you have your service,

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click continue.

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This last step of creating a calendar asks

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you to choose the privacy of the calendar.

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"Private" allows you to create and

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manage the calendar yourself.

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"People in my organization" gives access via

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Bookings to all the people in your company.

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The System Administrator defines the people.

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"Anyone"

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allows everyone to make a reservation

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through a public self-service page.

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Click here to finish creating your calendar.

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If your calendar is not in private mode,

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a link appears.

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You can now share your calendar

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with people of your choice.

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