This article guides members of staff to see where your team or your colleagues are sitting using Microsoft Outlook.

 

Video tutorial

Video tutorial: Shared Desks - How to see where your team and colleagues are sitting

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Using the full Outlook desktop application

You can see where your team or your colleagues are sitting by just adding the list of shared desks to your calendar.

Step-by-step instruction:

1. Open Outlook desktop client

2. Open your Calendar by using the calendar icon

3. Create a new calendar Group by:

1. Right-clicking on one of the groups already on your list
2. Selecting the option “New calendar group”

4. Rename your new group as you prefer (in the pictures below it appears as "B35 Shared Desks")

5. Now let’s import the list of desks into your group. To do that, please:

1. Right-click the group label
2. Move your pointer to “Add calendar”
3. From the drop-down menu, select the option “From Room List…” 

 
6. Double-click on every desk you want to add to your group

 
7. The desks selected will appear within the blank field above the OK / Cancel buttons

 
8. Select "OK" once you have selected all the desks you want to see in your calendar.

Please note that the synchronisation can take a couple of seconds for the desks to appear in your calendar.

9. The group of desks will appear in your calendar. Please note that you can only select 30 desks at a time for the data to load successfully.

Every desk will be marked with a different colour. 

 

Since we are asking colleagues to title their shared desk booking with their name, every booking will appear as follow:

1. The name of the person
2. The number of the building, followed by the room number and the desk number

For example: Name Surname, B35 4009 Hotdesk 10

10. You can change the way bookings are shown by selecting one of the options available in the Home menu – section Arrange 

You can also deselect / select any of the desks listed to make them disappear / appear in your calendar.

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Using Outlook for the web (OWA) through an Internet browser

1. Open the browser version of Outlook

2. Select the Calendar icon  

3. Go to My calendars and select the "More options" icon (three dots in line "...")

4. Select the option "New calendar group" and add a name to your new calendar

5. Select the button "Add from directory"

 

6. Enter the number of the building and the room (for example: B35 4009). Outlook will show you the top 20 results or the list of options available

7. From the drop-down menu, select the recipient calendar

8. Select the button Add. The desk will then appear within the recipient folder

9. Follow the steps above for every desk you need to add to your calendar group. Please note that the synchronisation can take a couple of seconds for the desks to appear in your calendar.

10. The group of desks will appear in your calendar. Please note that you can only select 30 desks at a time for the data to load successfully.

Every desk will be marked with a different colour. 

Since we are asking colleagues to title their shared desk booking with their name, every booking will appear as follow:

1. The name of the person
2. The number of the building, followed by the room number and the desk number

For example: Name Surname, B35 4009 Hotdesk 10

11. You can also deselect / select any of the desks listed to make them disappear / appear in your calendar.

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