The following instructions are for booking a hybrid Teams meeting by logging into Booker in your web browser.
You can also book a room via a room display panel.
Before you start – enable MS Teams integration with your personal account
- To create Microsoft Teams meetings in Booker, you must enable Microsoft Teams integration with your personal University Microsoft account. You only have to do this once. You might find it is already enabled for you by default.
- If you are booking on behalf of someone else, both you and the person you are booking for must have enabled Microsoft Teams integration and enabled Outlook synchronisation.
- If you are a department that books on behalf of all your users, the above applies, however to remove these from your personal calendar, you can disable the Outlook synchronisation from your personal calendar, under your personal Booker account settings, once the bookings have been completed.
Booking a MS Teams meeting
- Decide if you need to book the room now, or later.
Available Rooms - your Home page shows all the rooms available for immediate booking.
Search - use the Search panel on the left to find rooms that are available in future. - Select Book on your chosen room. A pop-up window will ask whether your booking is for internal university business.
Select Yes or No as appropriate. -
Fill in the booking form and tick the Create MS Teams meeting link checkbox to create a Teams meeting link.
Note: For security, Teams meeting 'Join' links are not shown in the room's public Exchange Online room calendar. They only appear in you guests' meeting invitation emails and personal Exchange Online/Outlook calendar entries.
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[Optional] Tick Yes for Invite guests and book in external visitors? to send each invitee a notification of the meeting and the MS Teams link to join the meeting. Alternatively, you could forward the MS Teams meeting invitation to your guests from your personal calendar.
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If you ticked 'Yes' to invite guests, the guests page will appear.
Type in the search field for an existing Booker user, or complete the fields manually.
Select Invite Guest to add guests to the list.
Select Next to continue. -
If you previously ticked 'Yes' for the 'Request additional help or services' section, the request page will appear. If applicable to your room, use this to request:
- IT or AV assistance
- Cleaning services
- Caretaking services
- Particular room layout
Select Make Booking to complete your booking request.
