Once your IT admin has deployed the Awaio Outlook add-in, you can book workplace resources directly from a meeting in Outlook — no need to open the Awaio app separately.

Add the Awaio button to your event window

The first time you use it, add the Awaio button to the event toolbar so it's one click away.

Step 1: Open Calendar in Outlook

Go to Calendar in Outlook.

Step 2: Click New Event

Click New Event to open the event window.

Step 3: Open the toolbar menu

In the event window, click the ⋯ (more options) menu in the top-right corner.

Event window more options menu with Customize Toolbar highlighted

Step 4: Select Customize Toolbar

Choose Customize Toolbar from the menu.

Step 5: Drag Awaio onto the toolbar

Drag Awaio onto the toolbar and close the customization panel. The Awaio button now appears on every event window.

Book a resource from a meeting

Step 6: Open the Awaio add-in

With an event open, click the Awaio button on the toolbar. The Awaio task pane opens alongside the event.

Step 7: Find a resource

Pick a building and resource type (desk, room, parking, etc.), then find a resource one of two ways:

  • Suggested / List: pick a resource from a suggested or filterable list.
  • Map: browse the interactive office map by building, floor, and zone, and select a resource icon directly on the map.
Awaio task pane in Outlook showing suggested rooms in the Suggested tab Awaio task pane in Outlook showing the office map view

Step 8: Check the resource details

Tap a resource to open its detail page before booking. It shows a photo, location (building and floor), a description with anything you need to know (like where to find keys if the room is locked), category and tags, capacity, and the equipment available — USB-C, monitor, and so on. You can also mark it as a favourite for next time.

Awaio task pane in Outlook showing a resource detail page with photo, location, description, category, capacity, and equipment

Step 9: Add attendees

Add the people you're meeting with as attendees on the event as normal. If you book a room through the add-in, invited attendees automatically get access to it — no separate booking needed on their end.

Step 10: Confirm the booking

Confirm your selection in the task pane, then save the event. The resource is now booked for the event's time slot.

Keeping bookings in sync

Bookings made through the Outlook add-in are the same bookings you see in the Awaio app. If you reschedule or update the event afterwards — in Outlook or in Awaio — the change is reflected on both sides.

If you have further questions, feel free to contact us via our website chat (awaio.com) or email us at support@awaio.com.