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      M365 Resources: Outlook Integration Guide

      Bi-directional synchronization between YAROOMS spaces and Microsoft 365 resources.

      Jump to: 

      1. Applicability

      2. How it works

      3. Activating the Microsoft 365 integration

      4. Resource mapping

      5. Limitations

      1. Applicability

      The Microsoft 365 calendar integration, helps keep the Microsoft 365 resource calendars synced with YAROOMS.
      A common use case is syncing all the room bookings from YAROOMS to Outlook, and vice versa.

      2. How it works

      After activating this integration, YAROOMS will have the ability to write event data to your Microsoft 365 resources. Mapping the spaces in YAROOMS to resources in Microsoft 365 will allow us to keep the calendars in sync. So the steps to a successful setup are:
      • Setup the Microsoft 365 integration
      • Map the resources in M365 to spaces in YAROOMS
      • We're keeping Microsoft 365 resources in sync

      3. Activating the Microsoft 365 integration

      3.1. Setup the Azure portal app and access rights

      In the Azure Portal, go to Azure AD (Manage Microsoft Entra ID) → App registrations and press the "+ New registration" button.
      Give the app a name, leave the Redirect URI empty and press Register.
      Screenshot 2024-06-07 at 19.39.23

      You should then be redirected to the app details page.

      From the app details page, extract the following information, which will be needed later during the setup in YAROOMS:
      •  Application (client) ID → we'll call this Client ID.
      •  Directory (tenant) ID → we'll call this Tenant ID.
      Screenshot 2024-06-07 at 19.46.50


      Go to "Certificates & secrets" in the left menu and press "New client secret". Give it an expiration date far in the future (for as long as you need the integration to work) and press "Generate". Extract the generated secret to use it later, we'll call it Client secret (its VALUE, not ID).
      Screenshot 2024-06-07 at 19.31.33

      The Value of the Secret is only displayed when you create it, so please make sure to write it down. Afterwards, it will remain hidden.


      Go to "API permissions" in the left menu, click on "+ Add a permission", then on "Microsoft Graph":
      Screenshot 2024-06-07 at 19.15.14

      ⚠️ Make sure to choose Application permissions, not Delegated ones.
       Screenshot 2024-06-07 at 19.34.15

      Do this with each of the 4 permissions displayed in the photo below. Create and configure them as per this table:
       Screenshot 2021-04-07 at 16.06.21

      After adding the permissions press the "Grant admin consent" button above the permissions table. Only Azure Admins are able to do this.

       

      3.2. Setup the Microsoft 365 integration in YAROOMS

      In your YAROOMS account go to Settings → Integrations and choose the "Microsoft 365" integration. Switch the "Integration active" field to YES and fill in the details obtained at previous steps in the Azure portal:
      • Tenant ID
      • Client ID
      • Client secret (Value)
         

      4. Resource mapping 

      Once the Microsoft 365 integration settings are saved, a new External resource pairing field will appear (if your company is using the YAROOMS spaces module).
      Go to: Settings → Integrations → Microsoft 365  → Integration #1 (below the Client Secret)

      By default, Microsoft 365 sync is not enabled. Activate it by pressing “Yes”.
      To map Microsoft 365 (external) resources to YAROOMS, select an External Resource from the drop-down list, and assign a YAROOMS space to it. To keep everything in sync, a connection between the two must be established.

      ⚠️ Please note that it may take up to 24 hours for the rooms to appear in the resource mapping dropdown after you have activated the integration.

      Once you selected and paired the resources from Outlook with the rooms from Yarooms, the link can be done by manually clicking the “+Connect” button. The appearance of the “Connected” status represents a successful connection.

      Screenshot 2025-02-05 at 15.51.00

      Note: We recommend setting the Booking Rules to Custom (Settings → Space Types → [click on type] → Groups → Booking Rules) and set the granularity to 5 minutes.

       

      It is possible to install an Outlook add-in at the Microsoft 365 tenant level. For more information about it, read this article. 

      5. Limitations

      Attendees

      •  When a meeting with attendees is created in Outlook, the YAROOMS booking will not send invitations.
      •  When a meeting with attendees is created in YAROOMS, it will be synced to Outlook (including the attendees).

      Recurrent meetings

      •  If you want to create a recurring meeting in Outlook, know that only the first occurrence will show up in YAROOMS. It is recommended that you only create individual bookings from Outlook.

       

      For more details regarding Rules and Limitations, please visit this article.