Meeting room booking system integrated with Outlook and Office 365
Book a room in Outlook, Microsoft Teams or Clearooms, and two-way sync means everyone sees the same availability. People keep booking the way they always have, and you get floor plans, booking rules, room displays and usage reporting on top, plus desk booking for the whole of your Office 365 organisation.
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A Microsoft Outlook meeting room booking system that syncs both ways
Book a room in Outlook and it shows as taken in Clearooms. Book it in Clearooms and it appears in the room's Outlook calendar. The sync reacts to every change through Microsoft Graph rather than checking on a timer, so availability is right wherever people look and double bookings stop. Whether people add the room to an invite or pick it in Outlook’s Room Finder, the booking shows in Clearooms straight away.
Your Office 365 meeting rooms, ready on a floor plan
Clearooms imports the room resources you've already set up in Microsoft 365. Place them on your office floor plan and people can see where each room is, how many it seats and when it's free, without rebuilding anything.
Who the Outlook integration helps
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Staff
Keep booking rooms in Outlook or Teams, with nothing new to learn.
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Workplace teams
No double bookings, and clear data on how meeting rooms are really used.
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IT
A Microsoft Graph connection to Exchange Online that reads only what it needs.
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Included on every plan
The integration costs nothing extra. Meeting room booking needs to be part of your subscription.
Meeting room booking in Outlook, with your rules applied
Set rules for how rooms are used, such as minimum notice, a maximum meeting length or office hours only. External calendar rules apply them to rooms booked in Outlook too, and you choose what happens when a booking breaks one: decline it straight away, decline it after a set time, or accept it and warn the person who booked. A declined booking frees the room, and the meeting stays in the organiser's calendar.
A desk booking system for Office 365 teams
Staff sign in with their Microsoft account and book desks on the web, in the mobile app or straight from Microsoft Teams. Their desk bookings appear in Outlook too, through the invite on each confirmation email or a personal calendar feed they subscribe to once.
Desk bookings go one way, into Outlook. Outlook refreshes subscribed calendars on its own schedule, which can take anywhere from 3 to 24 hours.
Set up Outlook and Office 365 room sync in three steps
- Your IT team registers Clearooms in Microsoft Entra ID and gives admin consent.
- Import your existing Office 365 meeting rooms.
- Place them on your floor plan. Bookings sync both ways from then on.
Clearooms only reads the start time, end time, organiser and subject of each room booking. It never reads the body of a meeting.
Looking for another integration? See all Clearooms integrations.
Your questions, answered.
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How do I book a meeting room in Outlook?
Add the room to your meeting invite, or use Room Finder in the Scheduling Assistant to see which rooms are free. With Clearooms connected, the booking syncs to Clearooms, the floor plan and the room display.
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Is Clearooms a meeting room booking system for Outlook?
Yes. Clearooms is a meeting room booking system integrated with Outlook and Office 365. People can book rooms in Outlook, Microsoft Teams, the Clearooms web app or the mobile app, and room bookings stay in sync everywhere.
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Can we use Clearooms as a desk booking system with Office 365?
Yes. Staff sign in with their Microsoft account and book desks in Clearooms or Teams, and desk bookings appear in their Outlook calendar. Room bookings sync both ways; desk bookings go one way, into Outlook.
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Does it read the content of our meetings?
No. Clearooms only reads the start time, end time, organiser and subject. It never reads meeting bodies.
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Does it work with on-premises or hybrid Exchange?
Two-way room sync needs Exchange Online. If your mailboxes are on-premises or hybrid, Clearooms can still manage your meeting rooms fully, just without the Outlook calendar connection.
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Why does Clearooms need tenant-wide admin consent?
Microsoft Graph doesn't let these application permissions be limited to named mailboxes, so Microsoft requires consent across the tenant. Clearooms uses three permissions: Calendars.ReadWrite, Directory.Read.All and Place.Read.All.
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Does the integration cost extra?
No. It's included on every plan. Meeting room booking needs to be part of your subscription.
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Can we try it for free?
Yes. Clearooms has a 30-day free trial of the full product, with no set-up or cancellation fees, so you can connect Outlook and test room sync with your own rooms.
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Do we also need the Teams app?
They work well together. Outlook sync keeps room calendars accurate, and the Microsoft Teams app lets people book desks and rooms without leaving Teams.
Let’s get started! Book your free Clearooms demo today
Request a free demo today to find out more about how you can optimise your meetings with Clearooms.
There’s no up-front payment required, and you’re under no obligation to subscribe afterwards.
If you have some burning questions or would just like to have a chat with someone about Clearooms, then get in touch with us today through our Live Chat. We look forward to hearing from you!