Once you have the RICOH Spaces Outlook add-in installed. You'll be able to easily find meeting rooms for your meeting directly within Outlook.
Note: Your Outlook version may look different from the screens below.
Getting started
You access the Outlook add-in from the new event view within your calendar
Note: Please select the region they want to use the Outlook add-in.
Finding a room
Once you are logged in, you'll see a list of rooms for your home location. You can switch this easily by selecting the name of the location in the menu. You can also use a list of filters to further filter your selection.
The list of rooms displays will showcase their availability. If the room is available within the start and end times of your Outlook event is set to.
Note: The room availability will only be shown for the current date, not any future dates
Should the rooms not be assigned to you or are non-bookable, they will show as unavailable.
Adding a room to your event
Once you've found the room you're looking for, simply hit the plus icon to add it to your event.
You can now create your event as normal, and the room will be invited to your meeting. You will see the booking in RICOH Spaces & Outlook as you normally would.
Note: Should you book multiple rooms across multiple floors/locations from Outlook for the same meeting, the meeting will appear across our platform, but if you edit your event from the Spaces app, or if your meeting is auto-cancelled, it may not work as expected.
Multi-Day Bookings - Room Panel Note [Coming Soon]
If you create a multi-day booking within your Outlook, it will sync across all our platforms. Find more information about this use case below:
All-day multi-day meetings
Example: a meeting running all day for two consecutive days.
From the room panel:
Extending the booking is not available
Cancellation is available
End early is available and ends the booking at the point the action is performed
Check-in is not enforced
Timed multi-day meetings
Example: a meeting running from Monday 2 PM to Tuesday 10 AM.
From the room panel:
Extending the booking is available
Cancellation is available
End early is available and ends the booking at the point the action is performed
Check-in is required at the defined start time on day 1 only; the system does not re-trigger check-in on subsequent days
💡Tip: Users who want multiple check-ins from the room panel across consecutive days should be directed to use recurring meeting functionality, either through their calendar provider or through RICOH Spaces' native recurring booking capability. Multi-day single-event meetings are not designed to accommodate per-day check-ins.