> ## Documentation Index
> Fetch the complete documentation index at: https://docs.anny.co/llms.txt
> Use this file to discover all available pages before exploring further.

# Book Through the Outlook Add-In

> Book rooms and register visitors straight from Outlook, without opening the anny booking page.

With the anny Outlook add-in, you book meeting rooms and workspaces right when creating an Outlook appointment. You can also register participants as visitors, with or without a room booking. The selected room is added automatically as the location and stays in sync with the appointment.

<Info>
  The Outlook add-in must have been provided by your IT admin in Exchange. If you can't see it, contact your IT team.
</Info>

## Make a booking

<Steps>
  <Step title="Create a new appointment">
    Open Outlook and click **New appointment**. Set your desired time as usual.
  </Step>

  <Step title="Open the anny add-in">
    In the appointment pop-up, click the **three dots** at the top right and select **anny**. The add-in opens on the right-hand side.
  </Step>

  <Step title="Check available resources">
    You'll see all resources available for the selected time period (e.g. meeting rooms, workspaces).
  </Step>

  <Step title="Select a room">
    Click **Select** on the resource you want. The room is added as the location to the Outlook appointment.
  </Step>

  <Step title="Send the appointment">
    Click **Send**. Your booking is complete.
  </Step>
</Steps>

<Tip>
  You can also add several rooms to one appointment, e.g. a meeting room and a parking space.
</Tip>

## Register visitors

You register external guests as visitors directly in the appointment. That works together with a room booking and also without a room. Your admin must have set up a resource in the visitor registration category. Setup details are in the article [Outlook Add-In](/en/outlook-add-in).

<Steps>
  <Step title="Add participants to the appointment">
    Create the Outlook appointment and add the guests as usual. Set the time you want.
  </Step>

  <Step title="Open the anny add-in">
    In the appointment pop-up, click the **three dots** at the top right and select **anny**.
  </Step>

  <Step title="Set attendance">
    Under **Attendees** you see the note **Select who will attend the meeting personally or remote.** Set the person to **On site**.
  </Step>

  <Step title="Open registration">
    Next to the person, click **Register as visitor**.
  </Step>

  <Step title="Choose building and service">
    Select **Building** and **Service**. If the appointment is outside availability, **No visitor registration is available for this meeting.** appears.
  </Step>

  <Step title="Check the details and apply">
    Leave **Send notification** enabled if the person should receive an anny confirmation. Check **First name**, **Last name** and any other fields. Click **Apply**.
  </Step>

  <Step title="Send the appointment">
    The icon changes to **Visitor registration ready**. Click **Send**. Only then is the registration confirmed in anny.
  </Step>
</Steps>

As soon as the appointment is sent, the visitor registration is created in anny. The organizer is the host of the visitor booking.

<Frame>
  <img src="https://mintcdn.com/anny-85c98540/u7rI3TYYpYx6DsRh/images/outlook-add-in-user-guide/register-as-visitor-flow.png?fit=max&auto=format&n=u7rI3TYYpYx6DsRh&q=85&s=ba59fdb78dde0b4f038026d24143e681" alt="Outlook add-in attendee list. The icon next to a guest opens the Register as visitor overlay with Building, Service, Send notification and name fields." width="2762" height="1554" data-path="images/outlook-add-in-user-guide/register-as-visitor-flow.png" />
</Frame>

<Frame>
  <img src="https://mintcdn.com/anny-85c98540/u7rI3TYYpYx6DsRh/images/outlook-add-in-user-guide/visitor-registration-ready.png?fit=max&auto=format&n=u7rI3TYYpYx6DsRh&q=85&s=6db2c55e022e1fba547ecd0ecafa5de6" alt="Register as visitor overlay with Building, Service and name fields. After you apply, the attendee row shows a green check for Visitor registration ready." width="2762" height="1554" data-path="images/outlook-add-in-user-guide/visitor-registration-ready.png" />
</Frame>

<Tip>
  A room booking in the same appointment is optional. Registered visitors do not appear in the room list, only on the icon next to the person. If you set the person to **Remote**, the icon is disabled and a registration already added in this draft is removed. If you change the appointment time, you must apply the registration again.
</Tip>

## Filter options

In the add-in, you can refine your search:

* **Adjust the time period:** Under "Find booking", choose between **Exact match**, **Same day** or **Within the week**.
* **Filter by properties:** Open the filter icon to search by equipment, capacity or location.

## Login

You can log in to the Outlook add-in with your **SSO** (single sign-on) or your anny account. The login is saved, so you don't have to sign in again for every appointment.

## Good to know

* **Moving an appointment:** When you move your Outlook appointment, the anny booking changes with it automatically in real time.
* **Deleting an appointment:** Deleting the appointment also cancels the booking in anny.
* **Incognito booking:** If you send a private Outlook appointment through the add-in, the booking is created in anny as an incognito booking (not visible to other admin users).

<AccordionGroup>
  <Accordion title="I can't see the anny add-in in Outlook">
    The add-in must be provided by your IT admin in Exchange or the M365 Admin Center. Ask your IT team whether "anny bookings" is installed.
  </Accordion>

  <Accordion title="My appointment moves, but the booking doesn't">
    Make sure you added the room through the anny add-in (not through the native Outlook room search). Only rooms booked through the add-in sync.
  </Accordion>

  <Accordion title="I can't see any available resources">
    Check whether the selected time period is correct. If no resources are shown, they may all be fully booked for that time period. Adjust the time filter.
  </Accordion>

  <Accordion title="Can I book for others through the add-in?">
    No, the add-in always books on behalf of the logged-in user. For bookings on behalf of others, use the Connected Persons feature on the booking page.
  </Accordion>

  <Accordion title="Can I register a visitor without booking a room?">
    Yes. Add the person to the appointment, set them to **On site** and choose **Register as visitor**. A room is not required.
  </Accordion>

  <Accordion title="I can't see the icon to register">
    The icon only appears next to other participants, not next to **You**. The person must be set to **On site**. Your admin must also have set up a resource in the visitor registration category.
  </Accordion>
</AccordionGroup>

> Important information for agents:
>
> * Installation: M365 Admin Center → Settings → Integrated apps → "anny bookings"
> * Login in the add-in: SSO or anny account, stays persisted
> * Sync logic: moving an Outlook appointment = the booking is updated in real time
> * Deleting an Outlook appointment = the booking is cancelled
> * Private appointment through the add-in = incognito booking in anny
> * The native Outlook room search is NOT connected to anny, only the add-in is
> * Several rooms per appointment possible
> * No book-on-behalf through the add-in
> * Visitor registration: icon only for non-host + On site, when the account has at least one resource with category slug `visitor-registration` and a service. Finalization only on send. Host of the visitor booking = organizer. **Send notification** default on. Changing the time or Remote removes the draft.
> * Related admin article: /en/outlook-add-in (setup). Reception/check-in: /en/visitor-management


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