MS Outlook Integration

Available for subscription: Professional and Enterprise
User role: Administrator

MS Outlook Integration and Outlook Communication Setup

This article describes the two different Outlook solutions supported in Mileage Book. The solutions serve different purposes, function independently of each other, and each covers its own workflow. It is important to understand the difference, as setup and usage vary.

• Outlook Integration (using bookings created in Mileage Book)
• Outlook Communication (using bookings created in Outlook as meeting room–style resources)

Both solutions are described in detail below.

1. Outlook Integration

Outlook Integration is used when bookings are created, updated, or deleted directly in Mileage Book.

When a booking is made in Mileage Book, an email is automatically sent to the relevant Outlook user. The email contains the booking details and serves as confirmation and documentation.

The following actions trigger an email:

• Creation of a booking
• Update of an existing booking
• Deletion of a booking

The email is received in Outlook but does not automatically create a calendar appointment. The user simply needs to click Accept on the invitation received, after which it will be added to the calendar.

Outlook Integration is suitable for organizations where Mileage Book is the primary booking system and where clear email documentation is required.

Typical use cases:

• Overview of bookings in the Outlook inbox
• Documentation of changes to bookings
• Manual creation of calendar appointments based on email content

2. Outlook Communication Setup

Outlook Communication Setup is used when bookings are made directly in Outlook and automatically transferred to Mileage Book.

With Outlook Communication Setup, vehicles are created as resources in Outlook in the same way as meeting rooms. The user makes the booking directly in the Outlook calendar.

When the booking is saved in Outlook, the booking information is automatically transferred to Mileage Book.

For the user, the process is similar to reserving a meeting room:

• Creating a new calendar appointment in Outlook
• Selecting a vehicle as a resource
• Saving the reservation

After this, Mileage Book receives the booking data without any additional actions.

Outlook Communication Setup is ideal for organizations where Outlook is used as the primary scheduling tool.

Benefits of this solution:

• Familiar workflow for users
• No need for access to Mileage Book when booking
• Central registration of bookings in Mileage Book

Setup

1. Contact Mileage Book and inform them that you wish to purchase an Outlook integration.
2. The Microsoft administrator receives documentation on how to connect Mileage Book to Outlook.
3. Mileage Book Outlook is then added as an integration on the account.
4. Adjust the Outlook email address on each vehicle in Mileage Book
   (only required when using Outlook booking, not Mileage Book booking)