Microsoft Outlook Add-In with Flexopus

What is the Microsoft Outlook Add-In?

The Flexopus Outlook Add-In is an extension for Microsoft Outlook that is directly embedded in the meeting booking process. It opens as a side panel when creating a new appointment and provides information from Flexopus – such as room availability, equipment features and site plans – directly in the Outlook client.

Important: This add-in does not replace the existing booking process in Microsoft Outlook, but rather complements it. Meetings will continue to be managed via Microsoft Exchange Online. Flexopus provides additional room information and significantly simplifies the selection of the appropriate meeting room.

The use of the add-in requires an existing connection to Microsoft Exchange Online via the Microsoft Graph API. A purely on-premise Exchange environment is not currently supported.

What is the purpose of integration?

The Outlook add-in simplifies the entire process of finding a room and scheduling meetings. Instead of switching between different applications, employees can find the appropriate room directly when creating a meeting invitation.

Typical use cases include:

• Filter meeting rooms by building, floor, capacity and equipment, and book directly.
• Check room availability for the selected period in real time
• Automatically add the room email address to the meeting participants.
• View room details such as floor plan, furnishings and photos directly in Outlook
• Order catering services directly when creating a meeting.
• Register and invite visitors – directly via the Flexopus Visitor module in Outlook

How easy is the integration?

The Flexopus Outlook Add-In is officially available in Microsoft AppSource and can be easily rolled out organization-wide by IT administrators. Installation is done via the Microsoft 365 Admin Center under "Settings > Integrated apps". Alternatively, the add-in can also be installed via a direct URL.

After installation, users log in to the add-in once with their Flexopus access data and link it to their company instance. After that, the add-in is available directly when creating new calendar entries – without any additional configuration.

Ready to start? For complete step-by-step setup instructions, please visit our Help Center.

What are the advantages of integration?

• Seamless integration with Outlook: No need to switch between applications—search for rooms, make reservations, and access additional services right in your calendar.
• Real-time Availability: Thanks to the integration with Microsoft Exchange Online, users can immediately see which rooms are available at a given time.
• Intelligent room search: Filter by building, capacity, equipment and other features – the right room is found quickly.
• Automation: The room email address is automatically added to the meeting participants – no manual lookup is necessary.
• All room information at a glance: Floor plans, photos, capacity and features can be viewed directly in the add-in.
• More than just room booking: Catering orders and visitor registrations can be handled directly via the add-in.
• Wide compatibility: The add-in works with Outlook for Windows, Mac and in the web browser.
• Included free of charge: The Outlook Add-In is part of Flexopus and does not incur any additional license costs.