Setting Up Virtual Appointments In Microsoft Bookings With Zoom

Prerequisite: Create A Recurring Zoom Meeting

Before configuring Microsoft Bookings, you must create a static Zoom link that will be sent to all your attendees.

  1. Sign in to the FAU Zoom Web Portal at https://fau-edu.zoom.us.

  2. Go to Meetings and click on Schedule a Meeting.

  3. Enter a clear name for the meeting (e.g., "Advising Appointment").

  4. Select Recurring Meeting, choose No fixed time, and enable the Waiting Room to control who enters the meeting.

  5. Save and copy the meeting link.

 

Configure Microsoft Bookings

  1. Log into Microsoft Bookings: https://outlook.office.com/bookings/homepage

  2. Locate the Personal Booking Page section.

  3. Click + Create Meeting Type at the top half of the screen to add the meeting details:

  • Title

  • Description

  • Duration

  1. IMPORTANT: * Switch OFF the Teams Meeting option.

  • Paste your Recurring Zoom link (from the section above) into the Location field.

  1. (Optional) Click Append your personal booking page to your email signature to add a direct link to your Outlook email signature.

  2. Customize your schedule based on your availability.

  • Open Advanced options to create buffer times (mandatory free time before or after the meeting) to prevent back-to-back meetings.

  • Note: Bookings automatically syncs with your Outlook calendar. If you have an event marked 'Busy' in Outlook, clients cannot book you for that time.

  1. Add Lead time to select how soon someone can book. Set this to 1 hour or 24 hours to avoid surprise same-day bookings.

  2. Click Add an email reminder to configure automated reminders for clients before the upcoming meeting.

  3. Click Add a follow up email to automatically send a thank you note or survey after the meeting ends.

  4. Click Save to complete the setup.

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