By integrating your Outlook Calendar with OfficeRnD Workplace, you can manage Meeting Room bookings seamlessly across both platforms. This setup helps avoid double bookings, improves visibility for admins and members, and ensures accurate data for internal and external scheduling.
At the end of this article, you will learn how to activate the integration, map Meeting Rooms, and understand how booking sync works between the two systems.
Before you start
Review the key points below before setting up the integration to ensure everything functions as expected.
You must use a Microsoft 365 admin account, as the integration requires advanced calendar permissions.
You must first create all Meeting Rooms in OfficeRnD Workplace before activating the integration.
If you create new Outlook Meeting Rooms after the initial setup, they may take up to 36 hours to appear in OfficeRnD due to Microsoft's sync timing.
Bookings made before the Meeting Rooms are mapped will not sync to Outlook. These must be deleted and recreated in OfficeRnD to appear in Outlook.
Updating an unmapped booking or performing a manual sync will not create it in Outlook.
Supported features
The OfficeRnD Outlook integration supports various syncing behaviors for bookings made in either system.
When bookings are made in OfficeRnD Workplace
Booking updates, creations, and cancellations are sent to:
The Meeting Room calendar in Outlook.
The organizer's Outlook calendar.
Any invited guests' Outlook calendars.
When bookings are made in Outlook
Booking updates, creations, and cancellations sync to the OfficeRnD calendar.
Additional supported features
Both one-off and recurring bookings are supported.
If the meeting organizer doesn't check in, the booking will be canceled in OfficeRnD and removed from the Meeting Room's calendar in Outlook.
The event will remain in the Outlook calendar for the organizer and guests.
Deleted bookings in Outlook appear as "Canceled" in OfficeRnD.
When performing a manual sync, the system:
Copies all future Outlook bookings into OfficeRnD.
Copies Outlook bookings from the last 3 months into OfficeRnD.
Limitations
Bookings created in Outlook over 3 months ago will not sync to OfficeRnD.
Recurring bookings created over 3 months ago will not sync any occurrences.
The slots for these bookings will be blocked for booking in OfficeRnD because they are blocked in Outlook.
Room privacy or team restrictions in OfficeRnD are not enforced in Outlook.
Note: If bookings are made in external calendars (like Outlook or Google), only the Request approval and Require check-in policies from OfficeRnD are enforced. All other booking policies follow the rules of the external calendar.
Activate the integration
To activate the Outlook Rooms integration:
Open your OfficeRnD Workplace account.
Go to Settings > Integrations.
Expand the Calendar section.
Next to Outlook Rooms, click Activate.
Click Connect.
Log in with your administrator Microsoft 365 account.
Click Configure.
Map your OfficeRnD Meeting Rooms to the correct Outlook Meeting Rooms.
Click Done.
Here is a short video overview of how to connect and use the integration:
Required permissions
The Outlook Rooms integration in Workplace requires the following Microsoft 365 permissions to work correctly:
Read all company places – Required to retrieve the list of Meeting Rooms for mapping.
Read all users' full profiles – Required to resolve Room email addresses from resource IDs.
Read and write calendars in all mailboxes – Required to sync booking data between Outlook and OfficeRnD.
Sign in and read user profile – Required for user-level calendar access and sync.
Known issues
These known issues may appear due to Exchange calendar settings and can be fixed by Exchange admins using PowerShell.
The room calendar does not show meeting details.
This issue hides meeting titles and descriptions even after the booking is accepted.The Meeting Room calendar only shows the name of the creator.
The actual event title is hidden, and only the organizer's name appears in the calendar.
FAQ: Outlook Rooms integration in OfficeRnD Workplace
Do I need to create Meeting Rooms in OfficeRnD before setting up the integration?
Do I need to create Meeting Rooms in OfficeRnD before setting up the integration?
Yes. All Meeting Rooms must exist in OfficeRnD Workplace before you activate and map them to Outlook.
What happens if I create new Outlook rooms after setting up the integration?
What happens if I create new Outlook rooms after setting up the integration?
It may take up to 36 hours for new rooms to appear and become available for mapping in OfficeRnD.
Can I sync old bookings created in OfficeRnD before mapping rooms to Outlook?
Can I sync old bookings created in OfficeRnD before mapping rooms to Outlook?
No. After the rooms are mapped, these bookings will not appear in Outlook unless deleted and recreated in OfficeRnD.
Will recurring bookings sync between Outlook and OfficeRnD?
Will recurring bookings sync between Outlook and OfficeRnD?
Yes. Both one-off and recurring bookings (including exceptions) are supported, provided they were created within the past 3 months.
Why aren't bookings from over 3 months ago syncing from Outlook to OfficeRnD?
Why aren't bookings from over 3 months ago syncing from Outlook to OfficeRnD?
The integration only fetches bookings from the last 3 months. Older bookings, including recurring ones, are not synced and will block availability in OfficeRnD.
Do privacy settings in OfficeRnD apply to Outlook bookings?
Do privacy settings in OfficeRnD apply to Outlook bookings?
No. Outlook does not apply restrictions such as room visibility by team. All rooms appear as available unless limited.
What happens if someone doesn't check in for a booking created in Outlook?
What happens if someone doesn't check in for a booking created in Outlook?
OfficeRnD will cancel the booking if check-in is required. It will be removed from the room calendar in Outlook but remain visible in the organizers' and guests' calendars.
Can I enforce booking rules such as minimum duration or booking in advance?
Can I enforce booking rules such as minimum duration or booking in advance?
Only check-in and approval rules are enforced. Other rules, like duration limits, must be configured directly in Outlook.