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How to use Ronspot meetings rooms with Outlook

This guide will help you through the steps to create and edit meetings that are connected to meeting rooms in Ronspot with Ronspot's Microsoft 365 integration.

Contents

  1. Use Outlook to reserve a room
  2. Troubleshooting

 

Prerequisite: The room names used in the Location field must be linked to meeting rooms in Ronspot, this should already have been done by a Ronspot administrator and/or Exchange administrator by following the steps in How to sync Outlook calendars with Ronspot using Microsoft 365

Use Outlook to reserve a room

Follow these steps to reserve a room:

1. Create a meeting as normal.

2. Choose a room (that is connected to Ronspot) in the Location field.

3. Click Send.

 

Troubleshooting

  • The modern Outlook clients may show an ambiguous message when you are attempting to edit a single occurrence of a recurring meeting and you are attempting change the date/time of that single event/occurrence.
    • If the message "Something went wrong - We couldn’t save your calendar event. Waiting a bit might help. Keep your calendar event open to try again later." is shown, then you are attempting to edit a single occurrence of a recurring meeting and you are attempting change the date/time of that occurrence to a date/time that is before an earlier occurrence of the same meeting or after a later occurrence.
    • In the classic Outlook app, this message is "Cannot reschedule an occurrence of the recurring appointment [Meeting title] if it skips over a later occurrence of the same appointment" which is the same scenario as above.

  • The meeting organiser must be a registered user in the Ronspot company account associated with the Exchange/Outlook meeting room otherwise the meeting with not be created or synced.
  • The following items are not compatible with a Ronspot meeting room, when a meeting is created, edited or synced using one of the following then you will receive an email listing what is supported by Ronspot rooms and a meeting cancellation invite email which automatically cancels the incompatible meeting.  
    • Recurring meetings
      • Recurrence pattern
        • Repeat on a specific (Nth) day in a month.
        • Repeat on a yearly occurrence.
        • Repeat
      • Edit and cancel existing meeting buttons
        • "This and all following events" dropdown option.
    • The list above will be reduced over time as we continuously improve the integration with Microsoft 365.